S05_Questions Responses RFQ.docx

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U009--Women's Health Training (VA-21-00036999)
Solicitation number
36c24521q0548
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This solicitation seeks proposals for women's health transition training services for the Department of Veterans Affairs Veterans Health Administration. Key details include conducting focus groups with women veterans to modify an existing curriculum, developing a communications strategy and materials, identifying 35 urban and rural training locations, delivering a minimum combination of 35 in-person and virtual training sessions over the base period, and performing evaluation and reporting tasks. The solicitation requests proposals for labor categories including a master trainer, senior trainer, evaluation lead, and other roles. The submission deadline is July 23, 2021. The contract type will be firm fixed price.

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S05_Questions Responses RFQ.docx DOCX document
Supplemental instructions.docx DOCX document
Evaluation Sheet-Women Health Training.doc DOC document
Past Performance Questionnaire-36C24521Q0548 Women Heatlh Training.docx DOCX document
S01_RFQ_36C24521Q0548.docx DOCX document
BAA-36C24521QHealth Training.doc DOC document

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VA Women’s Health Transition Training RFP Solicitation Number: 36C24521Q0548 Questions with Answers

Section
Page
Question
Answer
Solicitation/Contract/Order Terms
Cover
On the cover page of the solicitation, Box 8 details that the due date is July 16 at 1600 ET. Box 20 details a due date of July 23 at 1400 ET.

Can the Government please clarify the submission date and time for this solicitation?

Would the Government consider extending the submission deadline?

Submission deadline is extended to July 23rd at 1400 ET.

B. 2 Performance Work Statement
4
2.3 – “Modify current WHTT curriculum to ensure relevancy for target population. The curriculum shall include a handbook, instructor guide and slide deck.”

Has the handbook, instructor guide, and slide deck already been created?

Yes

B. 2 Performance Work Statement
4
2.5 – “Delivery of no less than a combination of 35 in-person trainings virtual trainings to target population.”

Can the Government estimate the number of virtual versus in-person trainings?

Likely 20 in person and 15 virtual

B. 2 Performance Work Statement
4
Will the government provide the sample of representatives of target population, or will this be defined and provided by the contractor?
The contractor will be responsible for recruiting participants for training. Government will assist in identifying geographic locations.
B. 2 Performance Work Statement
4
Does the government have a preferred method the contractor should use to recruit participants for the focus group? Will VA provide the participants, or will the contractor be responsible for recruitment? Does the government require a panel of national representative Veterans to recruit for focus groups?
Contractor will be responsible for recruiting women Veterans to focus groups. Government will share recruitment ideas and results from current Women Veteran focus groups. Contractor should have prior experience with this
5. Travel
6
To better estimate travel ODCs, can the Government clarify the length of a training (e.g., 8 hours/training, two travel days)?
No more than 3 hours of training. 2 days of travel will be allowed
PWS 6.2.1 Conduct Focus Groups
8
“The contractor shall apply for approval under the General Clearance for the Collection of Routine Customer Feedback from OMB to conduct focus groups and conduct in-depth interviews of WHTT participants.”

Will the government consider extending the timeline for receiving expedited OMB approval as this is often out of the hands of the contractor and the government?

Will the Government approve the Contractor to set up meetings before OMB approval is obtained?

Timeline will be extended if needed. Yes.

PWS 6.2.1 Conduct Focus Groups
8
“Veterans shall be recruited through VSO’s, Rally Point, and other social media as well as from VA Women’s Call Center Data.”

Will Contractors have access to use previously established contacts?

Yes

PWS 6.2.1 Conduct Focus Groups
8
Can the Government estimate the number of Veterans per focus group they would prefer? What is the total sample size expected from the focus groups?
No more than 4 per session. TBD total size
PWS 6.2.1 Conduct Focus Groups
8
The focus group of “underserved minority populations” does not include several key demographics. Is the government interested in including other diverse demographics in the sample like language, religion, American Indian status, marital status, socioeconomic status, etc.?
Really just focusing on geography, rurality vs. urban and race/ethnicity
PWS 6.2.1 Conduct Focus Groups
8
Does the government have a preferred method of how focus group data should be reported/delivered?
Contractor will be responsible for recruiting women Veterans to focus groups. Government will share recruitment ideas and results from current Women Veteran focus groups. Contractor should have prior experience with this
PWS 6.2.2 Modify Existing WHTT Curriculum
8
Can the Government confirm that the current WHTT curriculum consists of 240 minutes/5 modules? Can the Government clarify if the training should remain the same number of hours/modules or if there are areas to be expanded?
It is likely that the training will be condensed as sections focusing on transition from the military will be removed. It is likely that some areas will be expanded or added as we learn more from the women Veteran focus groups about their unmet health care needs.
PWS 6.2.2 Modify Existing WHTT Curriculum
8
“5 focus groups of rural, unenrolled women Veterans conducted by the VA Office of Rural Health”

How many women Veterans participated? Shall WHTT curriculum be modified using this data before conducting the next focus groups or after all focus groups?

These focus groups are ongoing. Curriculum changes will be made after focus groups are complete.

PWS 6.2.2 Modify Existing WHTT Curriculum
8
Does both virtual and classroom courseware already exist?
Yes
PWS 6.2.2 Modify Existing WHTT Curriculum
8
Does existing courseware need to be adjusted to accommodate both virtual and classroom formats?
Existing curriculum will have to be adjusted based on focus group results.
PWS 6.2.2 Modify Existing WHTT Curriculum
8
Since the interactions and exercises need to be appropriate for both virtual and classroom environments, the courseware should be customized for each environment. Please clarify the requirements for updating the courseware.
The curriculum will need to be adjusted to better suit new target population.
PWS 6.2.2 Modify Existing WHTT Curriculum
8
Does self-led eLearning courseware require revisions?
No, OWH does not own WHTT CBT, this is under the purview of VBA. Our outreach initiative is completely different and only targets unenrolled women Veterans, not servicewomen who are transitioning from the military
PWS 6.2.2 Modify Existing WHTT Curriculum
8
“Not only shall the curriculum be modified to achieve new learning objectives but shall also be considerably streamlined by removing information not relevant to the new target population.”

The hours allocated for Instructional Design appear insufficient to considerably streamline the curriculum. Please confirm there will be only 480 hours allocated for curriculum revision.

yes

PWS 6.2.2 Modify Existing WHTT Curriculum
8
In total, what percentage of change to the existing WHTT curriculum is anticipated?
30%
PWS 6.2.2 Modify Existing WHTT Curriculum
8
The RFQ mentions 480 Instructional Designer hours in the base period and zero (0) Instructional Designer hours in the option years; however, if the curriculum is to be continuously modified, there will be a need for Instructional Design hours throughout the period of performance. Typically, this task would require assistance by a team that might include a Content Developer, eLearning Specialist, Technical Writer, etc.

Is it expected that one part-time Instructional Designer will perform all curriculum revisions?

It is anticipated that only one update to the curriculum will be needed. We will reassess based on participant feedback.

PWS 6.2.2 Modify Existing WHTT Curriculum

AND

Deliverable Schedule

AND

The RFQ mentions 480 Instructional Designer hours in the base period and zero (0) Instructional Designer hours in the option years.

The requirements outline several modifications to the curriculum over the base and option years. Would the Government consider an adjustment to the allocated hours for an Instructional Designer to account for annual curriculum modifications?

Yes

PWS 6.2.3 Identification of Training Locations
9
“The contractor shall identify geographic locations with significant numbers of unenrolled women Veterans in which to hold both virtual and in person training session.”

Are there more specific instructions—or any location with significant numbers of unenrolled women Veterans?

Government will work with contractor to identify locations for trainings.

PWS 6.2.3 Identification of Training Locations
9
“The contractor shall identify geographic locations with significant numbers of unenrolled women Veterans in which to hold both virtual and in person training session.”

In addition to identifying geographic locations with significant numbers of unenrolled women Veterans in which to hold both virtual and in-person training sessions, is the contractor required to provide facilities for in-person training?

Contractor will have to identify community partners in which to host the in-person trainings for free or minimal cost.

PWS 6.2.3 Identification of Training Locations

And

B.3 Price/Cost Schedule

And

27-30 If the contractor is required to provide facilities for in-person training, there is no line item for this cost in the price/cost schedule.

Where should contractors account for this cost in the price/cost schedule?

Contractor will have to identify community partners in which to host the in-person trainings for free or minimal cost.

PWS 6.2.3 Identification of Training Locations
9
“Using both the VA Office of Rural Health geographic mapping tool and data from the VA Women’s Call Center, geographic locations around the country shall be targeted for this outreach initiative.”

Does the Government require the Contractor to have access to the GIS software directly to determine the locations, or will Contractor work with VA ORH staff to map?

Contractor will work with VHA OWH staff to identify locations for trainings.

PWS 6.2.3 Identification of Training Locations
9
Would the government be interested in the contractor using additional geographic mapping and noninvasive technology to identify geographic locations in tandem with the VA Office of Rural Health geographic mapping tool?
Yes
PWS 6.2.3 Identification of Training Locations
9
Are there factors other than significant numbers of unenrolled women Veterans that should influence the selection of locations?
Rurality, Geographic regions, medically underserved regions may also be considered
PWS 6.2.4 Identification of Community Partners
10
Does the government have specific resources/partners in mind as community partners?
Not for profits, VSOs, County and State VA offices
PWS 6.2.5 Development of a Targeted Communications Strategy
10
“Many effective communication products have already been developed for the WHTT program including flyers, podcasts, videos and social media messaging.”

Have these materials already been used and discussed at focus groups?

Yes

PWS 6.2.5 Development of a Targeted Communications Strategy
10
“This strategy shall include a marketing mix to understand how the training opportunity can best leverage VA websites, social media channels, community partners and influencers, as well as local publications to get the word out about the training opportunity.”

Can the Government confirm that training messaging and mediums should be included in focus group topics and that the strategy will be developed based on direct Veteran feedback post-focus groups?

Yes, but the contractor should have prior demonstrable experience and knowledge on how to accomplish this

PWS 6.2.5 Development of a Targeted Communications Strategy
10
“In the case of American Indian women Veterans, we shall seek to enlist the support of the VA Office of Rural Health, the VA Office of Tribal Governmental Relations and VA Tribal Outreach Workers. “

Does this refer to the contractor or the COR or CO?

COR

PWS 6.2.6 Conduct Training Sessions
10
“The contract team shall deliver no less than a combination of 35 in-person and virtual training sessions over the base period.”

Can the Government expand on when the trainings would begin in the base period? Can the Government clarify how many trainings would occur per month?

Commencement of training sessions will be based on having the other tasks in place. Hopefully this will occur around the 7th month of the base year. So likely will need to do 7 trainings per month

PWS 6.2.6 Conduct Training Sessions
10
“The contract team shall deliver no less than a combination of 35 in-person and virtual training sessions over the base period.”

What is the average or maximum number of participants per training?

This is hard to predict, but no more than 20 participants for in person trainings and no more than 30 for virtual trainings.

PWS 6.2.6 Conduct Training Sessions
10
Given the logistical challenge of dedicating a specialized trainer resource that will only be billable a fraction of the time, scheduling may be complicated. Will the contractor have any influence on the training delivery schedule?
Yes
PWS 6.2.6 Conduct Training Sessions
10
Since each of the trainer categories has a low volume of hours, will the training deliveries be grouped together so contractors aren’t required to maintain a dedicated resource for the entire year with only sporadic use?
Yes
PWS 6.2.6 Conduct Training Sessions
11
“All training team members shall complete the train the trainer protocol to ensure a quality and consistent learning experience for participants.”

Does the Government have a train-the-trainer protocol in place currently, or is Contractor responsible for determining the protocol?

A protocol has been developed; it may have to be modified if there are significant changes to curriculum

PWS 6.2.6 Conduct Training Sessions
11
The PWS specified that female Veterans would be overseeing the training groups as trainers. Is it the contractor’s responsibility to recruit or instruct these trainers?
Yes
PWS 6.3.1 Online Training Registration Platform
11
“The contractor shall develop an online training registration platform. The platform shall be hosted on the VA Office of Women’s Health Service website.”

Will the Government procure licenses for an integrated registration platform, or is the Contractor responsible for providing licenses?

Government is not aware of any license that has to be procured for registration platform

PWS 6.3.1 Training Registration Platform And

There is no Other Direct Cost line item for the platform. Where should contractors account for this cost in the price/cost schedule?
This should be a minimal cost

PWS 6.3.1 Training Registration Platform

And

The Government does not list or account for the labor hours required to set up and maintain the registration platform. Where should contractors account for these hours in the price/cost schedule?
This should be a minimal cost
PWS 6.3.2 Virtual Training Platform
11
“A fully functioning online platform to securely deliver training in a live, virtual format that is accessible via personal computer, smartphone or tablet... Options include Adobe, WebEx, TEAMS or ZOOM.”

Does the Government have current licenses for these platforms (e.g., Adobe, WebEx, Teams, or Zoom) that will be utilized or is Contractor responsible for providing licenses? Does the platform need to accommodate a certain number of participants?

Contractor must provide. Experience has demonstrated that no more than 30 participants should be allowed for an online training

PWS 6.3.2 Virtual Training Platform

And

If the contractor is required to provide licenses for the remote delivery platform, there is no line item for this expense in the price/cost schedule. Where should contractors account for this cost in the price/cost schedule?
It is expected that the virtual classroom training will be delivered via Zoom, Teams or equivalent and that most contractors would already have these type platforms, so additional cost to deliver approximately 15 trainings in this manner would be minimal. If there are costs associated with this delivery, then should be added to ODC.

PWS 6.3.3 Travel

And

B.3 Price/Cost Schedule

And

27-30

There is no pricing line item for Travel. Where should contractors account for this cost in the price/cost schedule? Since travel costs are currently unknown, would the Government consider providing a plug number for travel?
$60,000 has been estimated for contractor travel. A CLIN will be revised for travel and added to the RFQ.
PWS 6.3.5 Material Preparation
12
“The contract team shall ensure that all materials required for the virtual and in-person training session are available. In addition, the contract team shall be responsible for distributing training session handbooks and all data collection materials, including feedback forms and pre and post questionnaires.”

Will the Contractor have access to Government printers and shipping for training materials, or will Contractor be responsible for paying for printing and shipping using non-travel ODCs?

All printed materials will be printed by the Government Printing Office. The Government will be responsible for shipping printed materials.

PWS 6.4.1 Training Evaluation: Data Collection, Analysis and Reporting
12
Qualitative Interviews: “The contract team shall use previously developed interview protocols.”

Can the Government clarify who developed the interview protocols and will the Contractor have the ability to review and modify?

Previous contractor developed interview protocols. Yes

PWS 6.4.1 Training Evaluation: Data Collection, Analysis and Reporting
13
Stakeholder Data Reporting: “In addition to the monthly reports and the final training evaluation report, evaluation staff shall work closely with communications staff to develop presentations and reports for stakeholders internal and external to VA.”

Can the Government clarify who they mean by “communications staff”? Is this the Contractor communications staff, VHA Communications, or staff at local VAMCs near the trainings?

Contractor and VHA communications

PWS 6.4.1 Training Evaluation: Data Collection, Analysis and Reporting
13
Deliverables: “Modification of the curriculum based on feedback from participant qualitative interviews and participant feedback forms for base period and option periods 1 and 2.”

Can the Government clarify if this modification would happen after all trainings have been completed for that period of performance?

Yes, if needed

Deliverable Schedule
14
#7: “Complete five focus groups within 60 calendar days after award”

Given the need to gain internal and OMB approvals, modify materials, identify areas, recruit participants, and schedule meetings, this timing seems aggressive. Can the schedule be modified?

Yes. OWH will apply for an OMB exemption since this is quality improvement work.

Deliverable Schedule
14
#7: “Complete five focus groups within 60 calendar days after award”

Would the government consider changing the due date for Base Period deliverables that are dependent on OMB approval to be due “X number of days after OMB approval” instead of “X number of days after award”?

OWH will apply for an OMB exemption since this is quality improvement work.

Deliverable Schedule
15
#14: “One modification to the VA women’s health transition training curriculum materials including the slide deck, participant workbook, and instructor guide”

Can the Government confirm if current trainings will pause during this modification time?

Trainings for this outreach initiative will not begin until curriculum is modified based on focus group responses. This initiative is completely different from the WHTT aimed at servicewomen transitioning out of the military that is now overseen by VBA. This initiative is aimed at women Veterans who have left the military and never enrolled in the VA for health care.

Deliverable Schedule
16
#20: Does the contract have an estimate of the number of women Veterans to be trained within the 35 trainings in the base year?
Likely no more than 600
Deliverable Schedule
16
#22: “Modification of the curriculum based upon participant qualitative interviews and participant feedback forms”

The Deliverable Table outlines 1 modification to curriculum per year. Can the Government confirm that Mod 1 would happen in Base Year after focus groups, Mod 2 would happen in Option Year 1 after feedback from BY trainings, and Mod 3 would happen in OY2 after OY1 trainings?

Modification of the existing curriculum would happen after completion of focus groups in base year. Additional modifications based on participant feedback would happen once in option period 1 and once in option period 2 if required. It is anticipated that these later modifications would be very minor.

9. Personnel
18
Will the Government accept additional personnel/labor categories to support this work or is the Contractor allowed only those personnel listed on pages 18-19?
Additional personnel/Labor categories will be considered if a sufficient justification is made.
9. Personnel
18
Does the government feel the need for a Qualitative Research Subject Mater Expert that has extensive experience designing and conducting qualitative research with Veterans?
This SME would likely fit into the Evaluation SME category
B.3 Price/Cost Schedule
27 - 30
When factoring in hours for running the focus groups; hours for revising the curriculum beyond Instructional Design personnel (including a Technical Writer, Content Developer, or eLearning Developer); and hours for instructor preparation, the number of hours provided seems unrealistically low. Would the Government consider revisiting the number of hours to better align with the scope and tasks described in the RFQ?
Yes, if a justification is made. Just to clarify eLearning developer is not needed in the initiative. CBT is not being modified or developed. The virtual classroom version will be nearly identical to the in-person training.
B.3 Price/Cost Schedule
27 - 30
Would the government consider a price schedule that has CLINs defined as deliverables instead of quantities by labor?
Yes, if cross walked
B.3 Price/Cost Schedule
27 - 30
Will the government consider including ODCs to the Price/Cost Schedule?
Travel has been included in ODC at 60,000 for base period. Additional ODCs will be considered if a justification is made.
E.2 Supplemental Instructions to Offerors
1-2
What are the Submission instructions for this RFQ? For example, what is the page count? Should the technical and price/cost schedule responses be submitted as separate volumes? Are cover page and TOC included in page count or excluded?
See revised RFQ for submission instructions.
E.2 Supplemental Instructions to Offerors, Past Performance
1-2
“Previous Experience: Provide information for up to 3 contracts awarded to your company by VHA or other healthcare entities within the past 5 years that are/were similar in size and scope to this requirement.”

Will another federal agency that is not a healthcare entity be acceptable?

No

E.2 Supplemental Instructions to Offerors, Past Performance
1-2
“Provide CPARS rating or any past performance provided by any Veterans Affairs Facility.”

Will an enterprise level VA point of contact not associated with a specific facility be acceptable?

Will a point of contact from a different federal agency be acceptable?

Yes, and Yes

E.2 Supplemental Instructions to Offerors, Past Performance
1-2
Does the Government require CPARs for the 3 specific Past Performance examples or for all VA Projects conducted in the past 5 years?
3 past performance examples are sufficient
E.2 Supplemental Instructions to Offerors, Past Performance
1-2
If two of the offerors past performances are specific to VA Health and Women’s Health and the third is specific to unrelated training capability, will this be acceptable?
Yes
E.2 Supplemental Instructions to Offerors, Past Performance
1-2
Is a subcontractor’s Past Performance acceptable?
Yes
Past Performance Questionnaire
1
Does the contractor need to provide a past performance narrative response and a PPQ for each of the 3 past performance examples, or PPQ only?
Please provide narrative
Other
N/A
Is there an incumbent contract associated with this work? If so, what is the contract number?
No. this is a new requirement with a new target audience than the original WHTT program.
6.3 Training Delivery Logistics
11
Question: The PWS requires the Contractor to deliver “A fully functioning online training registration platform.” Does the WHS office have a specific LMS they would prefer to use, in coordination with other training from the program office that leverages LMSs to achieve this function.?
Zoom, Teams or equivalent can be used to deliver virtual classroom training. It is expected that the contractor would already have a license to use these type platforms and additional cost to deliver approximately 15 trainings in this manner would be minimal.
6.4 Training Evaluation
12
Question: The PWS states “The contract team shall use previously developed interview protocols.” Does this refer to interview protocols previously developed by the VA, or is the interview protocol to be developed by the Contractor along with other data collection instruments?
Yes, but existing interview protocols and other data collection instruments may need to be slightly modified for this initiative

5. Travel / B.3

Question: The PWS identifies requirements for Travel (Sections 5 and 6.3.3). Is it the Government’s intent to include Cost Reimbursable CLINs for the travel requirements? Similarly, does the Government plan on providing plug values for travel?
Travel will be paid in accordance with current GSA per diem. See link below
Question: The RFQ does not identify page limits for the Technical Capability Volume. Would the Government consider a 25-page limit on the description of technical solutions?
See the revised RFQ for submission instructions.
With respect to proposal submission instructions, what the Government's prescribed page limits for each volume?
See the revised RFQ for submission instructions.
Would the government provide an estimated amount of travel for use in pricing evaluation?
Travel will be paid in accordance with current GSA per diem. See link below

GSA travel link noted at the Added Government

6.3.1
11
“The contractor shall develop an online training registration platform. The platform shall be hosted on the VA Office of Women’s Health Service website.” Does the VA have a preference for a training platform?
Zoom, Teams or equivalent
6.3.1 and 6.5.2
11, 13
The solicitation refers to Office of Women’s Health (OWH) and Office of Women’s Health Services (WHS) interchangeably. Which is preferred?
The Office of Women’s Health Services is now known as the Office of Women’s Health
18
Can the Government please confirm that the “Instructional Design Lead” is NOT considered Key for this RFQ?
The Instructional Design Lead is not designated as key personnel for this RFQ
18
The solicitation lists Master Trainer, Senior Trainer, Program Manager, Evaluation Lead, Marketing Strategy and Communications Lead as the Key Personnel in the paragraph, but in the bulleted list, it does not highlight the Senior Trainer and instead highlights the Marketing and Communications Support Specialist. Can the Government please confirm which LCATs are considered Key Personnel?
Note Change in key personnel designation.

Key personnel for this RFQ are:

1. Master Trainer

2. Senior Trainer

3. Evaluation Lead

SF 1449, Block 20

Will the awarded contractor be provided the deliverables from the previous phases?
Yes

RFP 9.0 Personnel, p18

We understand that Key Personnel are evaluated for by the Government. Would the government please provide additional detail for the Key Personnel, including the desired/preferred or required minimum education and minimum years of experience?
Key personnel for this RFQ are:

1. Master Trainer Minimum Education – bachelor’s degree Minimum Experience-10 years of relevant experience

2. Senior Trainer- Minimum Education – bachelor’s degree Minimum Experience – 10 years of relevant experience 3 Evaluation Lead Minimum Education – Master’s Degree Minimum experience 10 years

RFP 6.2.6 Conduct Training Sessions, p10-11

Does the government want a certain percentage of the 35 trainings to be in person and virtual?
Approximately 15 virtual, 20 in person

SF 1449/SAM

Would the government please consider extending the deadline by at least 1 week to allow ample time to adjust submissions per answers provided to questions?
Yes, the new submission deadline is July 23rd at 2 pm eastern

Supplemental Instructions (e) 2, p2

Is it acceptable to submit CPARS in lieu of PPQs?
It is acceptable to submit CPARS but not in lieu of PPQs.

RFP

The requirement reads "The contractor will develop an online training registration platform. The platform will be hosted on the VA Office of Women’s Health Service website." The Government does not identify any labor hours to support the development of a registration platform. Can the Government clarify this requirement (complexity and scope) and consider adding labor hours to support this requirement?
This should be a very basic registration platform hosted by VA. Labor costs should be minimal however Government will consider adding labor hours to support this requirement.

Evaluation Sheet

In the Evaluation Criteria, the Government states that "Company’s experience with the women’s’ health services, the VA Office of Women’s Health Services (WHS) and specifically the Women’s Health Transition Training (WHTT) program". This criteria appears to provide an unfair advantage to the incumbent. Can the Government remove this specific experience with WHTT?
There is no incumbent for this requirement, however the Government will change this criterion to state that the vendor should demonstrate knowledge or familiarity with the WHTT framework or equivalent.

Pricing

The Government requires us to price a specific number of hours per labor category in our price buildup to a firm fixed price contract. Can the Government show us how they arrived at the specific number of hours and how the map to the deliverables?
The tasks and deliverable are well defined in the PWS as are the job categories. This should provide sufficient information to the vendor to estimate the final price. However, the offeror may deviate from labor hours estimated by Government.
General
Will the government please allow past performances from subcontractors?
YES
General
Can you the government please provide a NTE for ODCs?
Travel NTE $60,000 for base period
General
Will the government pay for shipping materials?
Yes
General
Can the government please confirm they will accept three separate documents/volumes? Technical, Past Performance and Price
Yes
General
Can the government confirm what contract type will result from this solicitation?
Firm Fixed Price
Pg. 6
5. Travel
Will the government provide the in-person training sites?
No, contractor must work with community partners to secure no cost training locations. Potential partners may include VSO’s, Not for profits, County or State VA offices, VAMCs, etc.
Pg. 6
5. Travel
If no, who will be responsible for the rental fees, government, or contractor?
There should be no rental fees associated with this requirement.
Pg. 9
6.2.6 Conduct training sessions
Can the government please provide the number of expected trainings to be held in-person over the base period?
Approximately 20
Pg. 9
6.2.6 Conduct training sessions
Can the government please provide the number of expected trainings to be held in-person over the option periods 1 and 2?
Approximately 30
Pg. 9
6.2.6 Conduct training sessions
Can the government please provide the number of expected trainings to be held virtually for the base period?
Approximately 15
Pg. 9
6.2.6 Conduct training sessions
Can the government please provide the number of expected trainings to be held virtually for option periods 1 and 2?
Approximately 20
Pg. 9
6.2.3 Identification of Training Locations, Deliverable
Can the government please provide the number of trainings expected in rural locations?
Approximately 1/3 of total
Pg. 9
6.2.3 Identification of Training Locations, Deliverable
Can the government please provide the number of training expected in urban locations?
Approximately 2/3 of total
Pg. 18
PWS, 9. Personnel
Can the government please confirm the following positions are key?

Program Manager (PM), Master Trainer, Evaluation Lead, Marketing Strategy and Communications Lead, Marketing Strategy and Communications Specialist.

Note Change in key personnel designation.

Key personnel for this RFQ are:

1. Master Trainer

2. Senior Trainer

3. Evaluation Lead

Pg. 18
PWS, 9. Personnel
Can the government please confirm the following positions are not key?

Instructional Designer, Senior Trainer (Lead Trainer), Support Trainer (Training Assistant) and Program Coordinator Not Key Personnel:

Instructional Designer, Support Trainer, Program Manager, Evaluation SME, Marketing strategy and communications lead, Marketing strategy and communication support specialist

Pg. 27
B3 PRICE/COST SCHEDULE
Can offerors deviate from hours provided in B3 PRICE/ COST SCHEDULE?
Yes
Pg. 28
B3 PRICE/COST SCHEDULE
The government has asked offerors to price travel using good faith estimates and GSA per diem rates. The B3 PRICE/COST SCHEDULE does not have a CLIN for travel. Can the government clarify where offerors are to include travel costs?
ODC – Government has estimated travel costs to be approximately $60,000
Pg. 54
E.1 52.212-1 INSTRUCTIONS TO OFFERORS
Can the government please confirm there have been a total of two solicitation amendments to date?
Correct
Supplemental Instructions - E2 - (d)
1
Instructions state, "Provide information that demonstrates your company’s TECHNICAL CAPABILITY., in accordance with the Evaluation Factors provided (attachment) and the Statement of Work". Questions: What is the page limit for the technical volume? If resumes are required for key personnel shall they be included in the technical volume? Will resumes count against the page count for the technical volume?
Please see Revised RFQ for submission instructions. Resumes are encouraged but not required and will not count towards Technical Capability Page count limit.
Supplemental Instructions - E2 - (e)
1
Instructions state, "(e) Provide information that demonstrates your company’s PAST PERFORMANCE

1. Previous Experience: Provide information for up to 3 contracts awarded to your company by VHA or other healthcare entities within the past 5 years that are/were similar in size and scope to this requirement. Information for each contract must include (a) name of the contracting entity and a brief description of contract scope & requirements, (b) total dollar value, and (c) contract period of performance." Question: By what date does the contract office request evaluators return completed past performance questionaires?

We are extending the RFQ submission deadline to July 23. This should give vendors sufficient time to receive back completed PPQs.

RFQ - Solicitation/Contract/Order for Commercial items
1
Instructions state, "Offer due date/local time: 07/16/2021". Considering the volume of questions that impact contractors' ability to deliver a complete proposal (e.g., length of technical volume), will the government extend the due date to at least one week after answers are published by the contracting office?
Yes, the new submission due date is Jul 23, 2pm eastern.
RFQ - B2 - 1 - Performance Work Statement
3
The PWS states, “Due to COVID-19, training shall be delivered virtually through September 2021, and may resume to in-person sessions for the remainder of the contract base period for a total of 35 virtual plus in-person training sessions.” Question: Will the government provide the flexibility to allow a balance between in-person and virtual training?
Yes
RFQ - B2 - 3.2 - Training Changes and Cancellations
6
The PWS states, “When the contractor is given a minimum of 21 calendar days’ notice prior to the scheduled class start date the Government may cancel and/or substitute, relocate, or reschedule workshops without penalty and at no additional cost to the Government. Any training site that must be relocated must be within a 20-mile radius of original site and result in no extra cost to the Government." Question: If a training session is canceled, will the government cover the charges for a non-refundable ticket?
No, the Government will not reimburse any ticket as they should be bought with insurance or refundable option. For any rescheduled workshops within a 20-mile radius the Government will not refund tickets.
RFQ - 6 - 6.1 - 6.1 Project Management
7
The PWS includes conflicting due dates for the project management plan (i.e., section 6.1 states "The project management plan shall be due 60 days after award and updated through the POP." The 'Deliverable Schedule for Base Period' (page 14) states "Draft project management plan" is due "30 calendar days after award" and "Final project management plan" is due "45 calendar days after award"). Question: Will the government clarify the due date(s)?
The due date for the final PMP is 45 calendar days after award is made.
RFQ - B2 - 6.2.1 Conduct Focus Groups
8
The PWS states, “The contractor will apply for approval under the General Clearance for the Collection of Routine Customer Feedback from OMB” to conduct both patient focus groups and in-depth participant interviews. Questions: Has OMB agreed that this program falls under this Paperwork Reduction Act information collection approval mechanism? Has VA begun this process? How much time does the government anticipate OMB will require to approve the focus group package?
OWH will apply for an OMB exemption since this is quality improvement work.
RFQ - B2 - 6.2.1 Conduct Focus Groups – Deliverables
8
The PWS includes this deliverable, "Assemble and submit package to OMB for expedited review and approval for focus groups and in-depth participant interviews (described in 6.4.1 below) of women Veterans." The 'Deliverable Schedule for Base Period' (page 14) does not include this item. Question: What is the due date for this deliverable?
OWH will apply for an OMB exemption since this is quality improvement work.
RFQ - B2 - 6.2.2 - Modify Existing WHTT Curriculum
8
PWS states, “The contractor shall use the ADDIE instructional design framework and use key findings from these 5 focus groups as well as from 5 focus groups of rural, unenrolled women Veterans conducted by the VA Office of Rural Health. Questions: How many total focus groups is the contactor required to hold? If OMB approval takes longer than anticipated, how will this deliverable be impacted (as well as other deliverables with dependencies on completion of focus groups)?
We have planned for a total of 10 different focus groups. The contractor will be responsible for conducting 5. OWH will apply for an OMB exemption since this is quality improvement work.
RFQ - B2 - 6.2.3 Identification of Training Locations
9
The PWS states, "Identification of a mix of 35 urban and rural locations that have significant numbers of unenrolled women Veterans and identification of 50 urban and rural locations that have significant numbers of unenrolled women Veterans in option periods 1 and 2." The 'Deliverable Schedule for Base Period' (page 14) does not include this item. Question: What is the due date for this deliverable?
The due date is in the deliverable schedule. It is 60 calendar days after award.
RFQ - B2 - 6.2.5 Development of a Targeted Communications Strategy - Deliverables
10
The PWS states, "Finalized marketing materials such as Website content development, website page creation, videos, customized messaging database for different audiences, influencer outreach." Questions: Will the government estimate how many web pages and videos will need to be created? What style of video is preferred (e.g., live action; animated)?
1 web page. 1 or 2 Live action videos.
RFQ - B2 - 6.3.1
11
The PWS states, "The contractor shall develop an online training registration platform. The platform shall be hosted on the VA Office of Women’s Health Service website." Questions: How did the program office register participants for past iterations of this project? Does the government expect a custom solution to be developed or can the contractor use an existing VA tool (i.e., SharePoint) or license?
WHTT pilot and scale up sessions typically had 10 to 15 individuals sign up for in person sessions and 3 to 6 individuals sign up for virtual classroom sessions.
RFQ - B2 - 6.5.2 Develop Presentations/Reports to Internal and External Stakeholders - Deliverables
14
The PWS states, "2 presentations/reports in the base period and options periods 1 and 2." The 'Deliverable Schedule for Base Period' (page 14) does not include this item. Question: What is the due date for this deliverable?
Final report due 340 calendar days after award. 2 presentations to stakeholders are as needed
RFQ - B2 - Deliverable Schedule for Base Period
17
PWS Item 24 is "Stakeholder slide decks" and the quantity is 2. Questions: Will the government clarify what task(s) this maps to? Are these new slide decks that will need to be created?
Stakeholder slide decks:

1. Mid-year update on progress, activities, achievements

2. End year update on progress, activities, achievements

RFQ - B2 - 9 Personnel
18
Are resumes or biographies required for any of the key personnel positions? If yes, what is the page limit for each resume?
Yes, no more than 1 page
RFQ - B2 - 9 Personnel
18
The PWS includes conflicting key personnel roles (i.e., the PWS states, "Key personnel are as follows: Master Trainer, Senior Trainer Program Manager, Evaluation Lead, Marketing Strategy and Communications Lead." The PWS also states: "Key Personnel - Master Trainer", "Key Personnel - Program Manager", "Key Personnel - Evaluation Lead", "Key Personnel - Marketing Strategy and Communications Lead", and "Key Personnel - Marketing and Communication Support Specialist.") Question: Will the government please clarify key personnel roles?
Key personnel for this RFQ are:

1. Master Trainer - Responsible for train the trainer protocol development as well as the training of all workshop instructors; ensures quality and accuracy of training materials and training sessions across the enterprise.

2. Senior Trainer - Responsible for individual workshop sessions. Must master workshop content and conduct live sessions at individual training sites for service women participants transitioning from the military.

3. Evaluation Lead- Responsible for the design and implementation of the evaluation protocol. Responsible for updating data collection instruments, training staff on data collection methods, quality assurance of training, and communicating data findings to stakeholders. These individual conducts qualitative and quantitative evaluation, focus groups, survey design and application, and report writing.

RFQ - B2 - 9 Personnel
18
The PWS states, “Assists the master trainer to ensure smooth delivery of course and associated activities.” Question: Is this an error? Did VA mean, “Assists the Lead Trainer…” It is our understanding that the Master Trainer is responsible for curriculum development and train-the-trainer sessions, but the Lead Trainers will deliver the individual training sessions. Is that correct?
Master Trainer - Responsible for train the trainer protocol development as well as the training of all workshop instructors; ensures quality and accuracy of training materials and training sessions across the enterprise.

Senior Trainer (Lead Trainer) – Responsible for individual workshop sessions. Must master workshop content and conduct live sessions at individual training sites for service women participants transitioning from the military.

Support Trainer (Training Assistant) –Assists the master trainer to ensure smooth delivery of course and associated activities. This individual provides live session support and assists Evaluation team with collecting assessment data and conducting focus groups. This individual also supports creating updates to curriculum content.

RFQ - B3 - Price/Cost Schedule
27
The "quantity" column is populated with hours. Was this intentional, and is the contractor limited to bidding the existing hours in the price volume?
The offeror may deviate from labor hours estimated by Government.
RFQ - B3 - Price/Cost Schedule
27
Line items for "other direct costs" and "travel" are not included. Does the government plan to include these funds upon award or does the contractor need to include them in the quote? Will costs such as licenses for the virtual event platform, renting space for training sessions, or printing training materials be covered by ODCs?
The Government has budgeted 60,000 for travel. This is based on 2 contractor personnel traveling to 20 in person sessions using Government rates for hotel and per diem. It is expected that the virtual classroom training will be delivered via Zoom, Teams or equivalent and that most contractors would already have these type platforms, so additional cost to deliver approximately 15 trainings in this manner would be minimal. If there are costs associated with this delivery, then should be added to ODC. Contractor responsible for identifying community partners in which to hold training for no cost. All materials will be printed by the Government printing office.

Additional

1. Will travel be coded and priced under a separate CLIN? Yes

2. Does travel time to and from trainings count against the max hours for each LCAT in the solicitation? No – A separate CLIN/Line Item will be revised and added to estimate for travel.

3. Does this solicitation require coded response of qualitative interview surveys or will a general intel, discovery document suffice? General intel discovery document will suffice

4. What are the baseline numbers for participation over the last few years?

The WHTT pilot averaged 9 participants for each in person training. The WHTT scale up also averaged 9 participants per in person training and 2 participants for virtual classroom trainings. However, this is a completely different target audience ( unenrolled women Veterans who have already transitioned out of the military) thus these numbers may or may not accurately reflect what to expect in this new initiative.

5. The solicitation asks both in-person and virtual trainings (6.2.6) but states in its purpose that trainings are virtual “through September 2021, and may resume to in-person sessions for the remainder of the contract base period for a total of 35 virtual plus in-person training sessions.” Can we get clarity on this? Offering both virtual and in-person training options can truly change the personnel needs of this work (i.e. if all or even a portion of trainings are virtual, the need for multiple, regional training teams lessens). It is estimated that 15 sessions will be virtual classroom and 20 will be in person in the base year.

6. Is this new work and if not - can we have the name of the incumbent? This is a new requirement.

7. Are offerors permitted to apply G&A to estimated travel costs in accordance with their approved accounting system? A separate CLIN will be included to provide an estimated cost for travel.

8. Can the contractor add an ODC line to price the requisite training platform? It is expected that the virtual classroom training will be delivered via Zoom, Teams or equivalent and that most contractors would already have these type platforms, so additional cost to deliver approximately 15 trainings in this manner would be minimal. If there are costs associated with this delivery, then should be added to ODC.

9. Additionally, will the ODC line price for the training platform be an evaluation criteria? no

ADDED BY GOVERNMENT

This now applies:

**Please note**

· No more than 15 pages per each factor - (Technical Capability, Past Performance, Key Personnel)

· Due to numerous request the new Solicitation Due Date is: JULY 23, 2021 – 2pm EST

· TRAVEL: TBD in accordance with current GSA guidelines: https://www.gsa.gov/travel-resources

· Travel Line Item to be include in Quote as TBD and no amount needs to be quoted however not to exceed the amount of $60,000.00 in the first year. When travel is needed the awarded vendor will show proof of the GSA wages via. PDF.

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