Vendor RFP Questions.docx

1. Is this a new requirement or a recompete of an existing contract? --New

1. If this is not a new requirement, please provide the name and contract # for the incumbent contractor. –New

1. On page 60 of 100, under the Key Personnel section, the solicitation does not define any specific project roles as “key personnel”. Please confirm that no contractor personnel are designated as key personnel. –None designated at this time

1. The solicitation does not provide any labor category requirements (e.g. years of experience, education, certifications). Please confirm this is intentional. There is no labor category requirements (e.g. years of experience, education, certifications (nonapplicable as none are listed in the solicitation)

1. The proposal preparation instructions on page 76 of 100 requests vendors to provide a “list of qualified staff (employees, substitutes, and subcontractors) performing services under the contract as specified in PWS” yet the solicitation and PWS do not provide any specific labor category requirements. Please clarify how the Government will review and assess proposals for this requirement. Please review the PWS Scope of work section, SF1449 Section E

1. The proposal preparation instructions on page 76 of 100 requests vendors to provide “copies of applicable certifications for personnel performing under this contract” yet the solicitation does not specifically call out any required certifications. Please clarify how the Government will review and assess proposals for this requirement. Refer to SF1449 Section E. There are no applicable certifications for this requirement.

1. The proposal preparation instruction on page 76 of 100 requests vendors to provide “copies of resumes (educational credentials and work history) of qualified staff performing services under the contract as specified in PWS” yet the solicitation and PWS do not define any labor categories or provide labor category requirements (e.g. years of experience, education, certifications). Please clarify how the Government will review and assess proposals against this requirement. Please review the PWS Scope of work, Refer to SF1449 Section E.

1. Please confirm that absent any detailed pricing template, the Government wants vendors to simply provide a total Firm Fixed Price value for each CLIN designated in B.4 PRICE/COST SCHEDULE and that no other detailed pricing information is requested. Quantity= 12, Unit= month (mo) (unit price), amount for 12 month

1. Right now, as the solicitation and PWS are written, there’s no quantifiable information for each of the PWS tasks to allow us to formulate a level-of-effort to support a Firm Fixed Price bid. Does the Government plan to specify what specific level-of-effort they are looking for? This will be discussed with Vendor that is awarded the contract.

1. Section E.3 Supplemental Instructions to Offerors under Evaluation Factors for Technical Capability on page 78 of 103 states, “Page limit for Technical Capability and Past Performance is not to exceed 10 pages which does not include cover and reference page.” Then, under section (B) Past Performance on the same page, the RFP states, “Provide references for your company, not to exceed five(5) that are/were relevant to the complexity, size and scope of this requirement within the past three (3) years.” –– Refer to SF1449 Section E.

1. Please clarify the page limitations for the technical capability detail versus the past performance information. --Technical Capability and Past Performance is not to exceed 10 pages each

1. Are offerors allowed 10 pages for the technical capability detail and 10 pages for the past performance information, so a total of 20 pages or does the Government want offerors to combine the technical capability detail and past performance information into a single document limited to 10 pages total? -- Technical Capability and Past Performance is not to exceed 10 pages each, single document limited for all requested information.

1. One other question:

Section E.3 Supplemental Instructions to Offerors, page 78 of 103 states:

Offeror must:

(a) Complete Box 12, 17, and 30 of the SF 1449 (Page 1) of the solicitation. Provide the legal entity name, address, telephone number and SAM Unique identifier in Box 17.

(b) Complete Section B.2., contractor POC information.

(c) Complete Price/Cost Schedule: Offeror must enter a proposed price for each CLIN.

Please confirm that Section B.2, contractor POC information actually references Section B – Continuation of SF 1449 Blocks, B.1 Contract Administration Data, a. Contractor on page 4 of 103---—Yes, Offeror POC information actually references Section B – Continuation of SF 1449 Blocks, B.1 Contract Administration Data, a. Contractor

1. Section E.3 Supplemental Instructions to Offerors under Evaluation Factors for Technical Capability on page 78 of 103 states, “Page limit for Technical Capability and Past Performance is not to exceed 10 pages which does not include cover and reference page.” Then, under section (B) Past Performance on the same page, the RFP states, “Provide references for your company, not to exceed five(5) that are/were relevant to the complexity, size and scope of this requirement within the past three (3) years. This section applies to the offeror” Please clarify the page limitations for the technical capability detail versus the past performance information. --Technical Capability and Past Performance is not to exceed 10 pages each. Are offerors allowed 10 pages for the technical capability detail and 10 pages for the past performance information, so a total of 20 pages or does the Government want offerors to combine the technical capability detail and past performance information into a single document limited to 10 pages total? --Technical Capability and Past Performance is not to exceed 10 pages each.

15. Will the government please confirm that past performances can come from a subcontractor on the team? Yes

16. Will the government please confirm that the total page limit for the technical volume is 10 pages, which must include both the services descriptions and the past performances. Or is the total 20 pages with 10 pages for each (10 pages for services descriptions and 10 pages for past performance)?

--Technical Capability and Past Performance is not to exceed 10 pages each.

If possible to address these questions sooner than the 9/9 date it will be much appreciated to ensure alignment with the proposal development process and proper understanding of requirements. --SF 1449 Block 20- One amendment will be posted to answer all questions received by the deadline.

17. Question/Request:

Is there an incumbent contractor performing this work? NO If so, please provide incumbent contractor name. N/A If so, please provide the current contract number. N/A If so, please provide the number of personnel currently funded by the incumbent contract? N/A

18. Question: Will there be a transition period? NO, this is a new requirement.

If yes, how many days?

19. Location B.2, Scope of Work, page 5 Question: What are the estimated number of FTEs for each Task Area? This will be based on the task area and determined by the Vendor of how many individuals it will take to complete each task.

Question: What is the estimated number of labor hours for each task area? There is no estimated number of labor hours, as this is a firm-fixed price contract.

Question: What are the labor categories estimated to support each task area?

Request: Please provide labor descriptions for all categories with required years of experience, education, and certification requirements. There is no labor category requirements (e.g. years of experience, education, certifications (nonapplicable as none are listed in the solicitation)

20. Location E.3, page 77 RFQ States: Page limit for Technical Capability and Past Performance is not to exceed 10 pages which does not include cover and reference page. Technical Capability and Past Performance combined is not to exceed 10 pages.

Question: Does the Government have preferred margins, a font type such as Times New Roman, and minimum size for the descriptive literature, for example 10 pt. font? Submit RFP & associated forms in Font & Size-- Arial 10

Question: Can tables and graphics be of a smaller readable 8 point font? Submit RFP & associated forms in Font & Size-- Arial 10

21. Location E.10, page 82 RFQ States: The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer is considered to be the most advantageous to the Government.

Statement: A recent decision by GAO (GAO B-420627) Issued on June 30th, 2022, sustained a bidder’s protest to a contract awarded by The Department of Homeland Security, Federal Emergency Management Agency due to improper realism analysis of winning bidder’s proposal. Winning bidder proposed rates that were unrealistically low to enable retention of incumbent personnel. Evaluation criteria are silent with respect to the Government evaluating proposals to ensure realism and the contractor’s ability to hire incumbents and to maintain staffing levels.

Clarification Request: Please clarify if the Government will evaluate the “realism” of the pricing. Refer to FAR Part 15.

Clarification Request: Please provide names of current personnel on the contract and a point of contact in order to complete this requirement. This is a new contract

22. Location E.3, (A) Technical Capability, #2, page 77 RFQ States: Offeror shall provide list of qualified staff (employees, substitutes, and subcontractors) performing services under the contract as specified in PWS.

Clarification Request: Only an incumbent contractor can provide a list of staff performing services under the contract. Please clarify and provide names of current personnel on the contract and a point of contact in order to complete this requirement. This is a new contract

Question: If there are incumbent personnel, why does the Government require this list? This is a new contract

23. Location E.3, (A) Technical Capability, #3, page 77

RFQ States: Offeror shall provide copies of applicable certifications for personnel performing under this contract.

Clarification Request: Only an incumbent contractor can provide copies of applicable certifications for personnel performing under this contract. Please clarify and provide names of current personnel on the contract and a point of contact in order to complete this requirement. There Is no incumbent contractor, This is a new contract

Question: What are the applicable certifications for the personnel?

Question: If there are incumbent personnel why does the Government require copies of certifications? There Is no incumbent contractor, This is a new contract

24. Location E.3, (A) Technical Capability, #4, page 77

RFQ States: Offeror shall provide copies of resumes (educational credentials and work history) of qualified staff performing services under the contract as specified in PWS.

Clarification Request: Only an incumbent contractor can provide copies of resumes of qualified staff performing services under the contract as specified in PWS. Please clarify and provide names of current personnel on the contract and a point of contact in order to complete this requirement.

Question: If there are incumbent personnel why does the Government require resumes? Please clarify and provide names of current personnel on the contract and a point of contact in order to complete this requirement. There Is no incumbent contractor, This is a new contract

25 Location E.3, (B) Past Performance, #1, page 77

RFQ States: Previous Experience: Provide references for your company, not to exceed five (5) that are/were relevant to the complexity, size and scope of this requirement within the past three (3) years. Information for each contract must include (a) name/address of the organization contract was with, (b) contract number/ title & period of performance, (c) a brief description of contract scope, requirements & total dollar value, and (d) point of contact information (name/title/phone number/email address).

Question: Can the offeror submit previous experience of a teammate (subcontractor)? Refer to FAR Subpart 9.6, Offeror must submit their company information along with subcontractor that will be used.

Clarification Request: If the offeror has to submit up to 5 relevant contracts plus respond to the 6 items in Technical Capability, the 10-page limit is not going to be sufficient. Request expanding page limits to 40 pages. Technical Capability and Past Performance is not to exceed 10 pages each. Requested forms can be submitted as an attachment or appendix

26. Location E.3, (B) Past Performance, #1, page 77

RFQ States: Past Performance must be provided via email to jameel.gordon@va.gov and amy.ritchey@va.gov no later than September 21, 2022, by 4:30PM EST to be considered.

Question: Attachment 2 Past Performance Questionnaire (PPQ) does not have any contract identification information on it. Can the PPQ be updated to provide our Project Reference information with the PPQ, so you know the offeror and the project being referenced? No revisions will be made to the PPQ

27. Location E.3, (B) Past Performance, #2, page 77

RFQ States: Provide CPARS rating(s) or any other past performance rating(s) provided by the Department of Veterans Affairs, other Healthcare Entities, or other Federal Agencies.

Question: May the offeror submit CPAR Ratings for non-relevant contracts by the Department of Veterans Affairs, other Healthcare Entities, or other Federal Agencies? Refer to the SF1449 Sections E.

28. can the government please clarify this extremely restrictive requirement you have in the RFP: “The contractor shall demonstrate extensive knowledge in using the PROSCI ADKAR methodology in VA complaint management systems.” The government has identified the level of expertise that is required to perform the work.

29. Other than the incumbent contractor currently doing the work, which SDVOSB will be able to qualify to provide this experience? There is no incumbent contractor, SDVOSBs must be registered and verified in Vendor Information Pages (VIP) database. (http://www.vetbiz.va.gov).

30. We request the government reconsider this and other narrowly defined qualifiers in the RFP that is shutting down qualified SDVOSBs from bidding on the opportunity. Such restrictive requirements may also contradict with EO 13985 Racial Equity and Underserved Communities which encourages awarding contracts to new entrants and vendors to the agency. RFP’s for Tiered Evaluation for SDVOSBs, VOSBs, Small and Large business is reviewed by OSDBU and the SBA’s assigned Procurement Center Representative before being released/ posted. The government has identified the level of expertise that is required to perform the work.

31. Right now, as the solicitation and PWS are written, there’s no quantifiable information for each of the PWS tasks to allow us to formulate a level-of-effort to support a Firm Fixed Price bid. the offeror will determine the level of effort based on the project assigned.

Does the Government plan to specify what specific level-of-effort they are looking for?

32. Do you currently have a vendor fulfilling the same services for the VA? If yes, can you explain what prompted you issue a new RFP? There is no incumbent contractor, This is a new requirement

33. If a small business (Tier 3) where to partner with a Veteran Owned Business (Tier 1 or Tier 2) as a prime. How will the proposal be evaluated? See FAR 2.101 Definitions-- Service-disabled veteran-owned small business concern- Veteran-owned small business concern means a small business concern

34. Is a small business allow to subcontract the entire service to another business? If yes, should the small business identify the business in the proposal? Refer to FAR 52.215-22 & 52.215-23, Subpart 44.2, 52.244-2, 52.219-14 and all applicable clauses or provisions

35. Am I allowed to subcontract for this bid? Review the SF 1449 in its entirety

36. Do you require any past performance? (Is it a requirement?) No

37. home many FTE's are allotted for this contract/work? This will be determined by the Vendor

38. Location B.3 pg. 5 Scope of Work Will the Government provide an expected level of effort required across all five task areas? No, the contractor will determine the level of effort based on the project assigned.

39. Location B.3 pg.8 2.d Will the Government provide an estimated number of VA employees and Veterans who will require training? Yes, the patient advocate community is estimated at 900 people, and training will be geared toward specific groups within this population.

40. Location B.3 pg.9 3.a Will the Government provide an estimated number of Supervisors, Advocates, and other VA employees who will require professional development? Same as # 39

41. Location B.3 pg. 9 3.a The Government notes competency-based training is required. Does the Government require the development of a competency model for patient advocates under this contract, or does the Government plan to base training on an existing competency model? The contractor will develop material, this is covered in the PWS – section 3.a

42. Location B.3 pg. 10 3.d Will the Government provide an estimated number of job aids and videos required? NO

43. Location E pg. 69 E.1 For Tiers 1, 2, and 3, will Limitations on Subcontracting apply for non-similarly situated entities? Please review the SF 1449 in its entirety.

44. Location E pg.74 E.3 Is the page limitation for Technical Capability and Past Performance 10 pages each for a total of 20 pages? Technical Capability and Past Performance is 10 pages ea.

45. Location E pg.74 E.3 Are resumes, certifications, and sample work products excluded from the 10-page limit? requested forms can be submitted as an attachment or appendix

46. Location E pg.74 E.3 What page limit is the government setting, if any, for resumes, certifications, and sample work products? requested forms can be submitted as an attachment or appendix

47. location E pg.74 E.3 Will the Government provide a list of certifications required for evaluation? No, the certifications should be based on the assigned task areas in the PWS

48. Location E pg.74 E.3 Will the Government provide a list of the required sample work products for evaluation?

No, the Vendor should be able to determine the sample work products based on the task areas within the PWS.

49. Are CPARS an acceptable substitute for a past performance questionnaire? Yes, provide both if applicable

50. Regarding the past performance requirement, do we need to provide BOTH previous experience AND past CPARS rating(s)? Or is providing 5 references for large scale/scope acceptable? Yes, Provide both if you have.

51. Can we still be considered competitive for this requirement if we don't have past performance in CPARS? All vendors must provide past performance

52. Is there an incumbent for this effort? If so, what is the incumbent contract #? There is no incumbent

53. Is this a single award or multiple award contract? Single award

54. Is this a new contract or is there any incumbent? New- There is no incumbent

55. Please provide the incumbent details. There is no incumbent

56. Do we need to submit a single document/file containing Technical, Past Performances, and Pricing or do we need to submit separate files? single document, Requested information in these area can be submitted as an attachment or appendix

57. Do we need to submit both PPQs and past performance references or only PPQs? Submit both

58. From RFP Page No. 76 under Technical capability: “Offeror shall provide a list of services offered by the offeror for services performed under the contract as specified in PWS.” Do we need to provide the list of contracts where we have provided services similar to the ones in SOW or Do we need to list out the services from the SOW which we can provide as contractors? Please clarify. Provide both, As stated, please provide list of services.

59. You say, ”*Page limit for Technical Capability and Past Performance is not to exceed 10 pages which does not include cover and reference page*.

Are the Technical Capability and the Past Performance part of the same proposal volume with a total of 10 pages? --Technical Capability and Past Performance is not to exceed 10 pages each.

Also, is the only other required volume the Price Proposal including the Standard Forms? Submit pricing in Section for PRICE/COST SCHEDULE

60. Can you please let me know if electronic signatures are acceptable for all documents relative to the subject solicitation? Electronic signatures are acceptable

61. On looking at this solicitation again, it seems the PM portions are not IT related, but more organizational. The only portions for which we could respond would be the Data Analytics. We are an IT Consulting company, not organizational so unless we can bid the DA portion alone, we must remove ourselves from consideration. Can you confirm, please. It will depend on the IT systems that will be used for the Data Analytics, which we will not know and the type of services you list in the proposal.

62. Question about full credit for SDVOSB. I am interested in this solicitation and wanted to submit as a team keeping 51% or more as the SDVOSB certified company. In order to submit as an SDVOSB tier 1, what are the requirements for teaming arrangements? See FAR 2.101 Definitions-- Service-disabled veteran-owned small business concern- See FAR Subpart 9.6 - Contractor Team Arrangements—Note--— SDVOSB/VOSB must be registered and verified in Vendor Information Pages (VIP) database (http://www.vetBiz.va.gov) The company we are interested in partnering with is a WOSB 8a but not a certified SDVOSB. Ok, Review the SF1449 in its entirety.

63. Can you provide an inventory of the software and tools currently used by the OPA? What PM platform do you use? The only tool we use is PATS-R, SharePoint

64. Has a future state of the OPA organization been defined? Can you share the vision and target state documents and any previous work on this initiative? Any KPIs and objectives? This is a new contract and will be discussed after award of contract.

65. How many sites and personnel are in scope for this program? This will be determined by the Vendor.

66. Task 1 states that project management is needed for 3 – 5 large-scale projects. Yes and will be reviewed and determined once a vendor has been selected.

67. Can you share a synopsis of each project with sufficient detail to understand complexity levels? No, this will be determined after the award of contract.

68. Can you share the scale definition used to classify a project as ‘large-scale’? No, this will be determined after the award of contract.

69. Will the contract be offered to a sole provider or is it possible that multiple providers will be selected? Single contract

70. Limited offerors: Can you share a listing of all offerors? No, See FAR Part 15.

71. pg. 76 Section (B) #1 Will the Government please clarify if Amy Ritchey amy.ritchey@va.gov is only to get the Past Performance Section? Only the Past Performance Questionnaire’s (Attachment 2)? Or the whole proposal? Submit RFP & associated forms in one email to jameel.gordon@va.gov

PAST PERFORMANCE QUESTIONNAIRE

72. pgs. 72, 77, and 83 Section (11) (c), (D) Price #2, and Price #2 Would the Government please clarify the valid quote period? Pg 72 states: Quotes shall be good for a period of 30 calendar days, but pgs 77 and 83 says that the quote should be good for 90 calendar days? —See RFP E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)(11)(c)

73. pgs. 81-82 Section Technical Capability #3, 4, and 5 Q1: With the Technical and Past Performance page limit of 10 pages - can #3 and 4, (certifications and resumes) be provided in appendices? We have employees who have certifications that would take up the entire 10 pages. -- Technical and Past Performance page limit of 10 pages each, Requested information in this section can be submitted as an attachment or appendix Q2: # 5 - The work we do with our customers cannot be shared without permission and there is not enough time to get that permission between now and when the proposal is due. There is also not enough page count in 10 pages to share this. Will the Government remove this requirement since sharing Federal Govt information even between agencies requires permission if it is not public facing information? See Section E.3 and E.10 Q3: Would the Government consider increasing page count to 15 pages in order to cover all required areas? No

74. pg. 82 Section Past Performance, Past Performance Questionnaire (Attachment 2) Q1: Would the Government allow us to provide CPARS in lieu of a PPQ? (Some of our clients do not give references, but send us to CPARS for references). Refer to the SF1449 Q2: May the CPARS be outside of the 10 page limit, since they are multiple pages per contract? Yes, requested forms can be submitted as an attachment or appendix

75. pg. 82 Section Past Performance Would the Government consider Past Performances within 5 years as recent and relevant? Please review the SF 1449 in its entirety.

76. Is this contract single or multiple award? Single award. What is the ceiling? Refer to the SF1449 Section E.

77. Would the Government please confirm that Attachment 3 is only to be signed post-award?

Or if Attachment 3 is to be included in the proposal would the Government please confirm where it should be placed? May it be included in the Price Section? ATTACHMENT 3 is post-award for awardee

78. For Attachment 5 would the Government please confirm where it should be placed? May it be included in the Price Section? ATTACHMENT 5 is post-award for awardee

79. Is this contract a new requisition? Or a recompete? New requisition

80. If it is a recompete, would the Government provide the name of the incumbent contractor? New requirement, no incumbent

81. Page 76, (A) Technical Capability Will the government please clarify the expectations regarding a technical approach response? Are offerors to provide their technical approach to accomplishing the prescribed 5 PWS tasks? Or is the government simply looking for resumes, certifications, and work samples as your technical approach? Please read Sections E.3 & E.10 in its entirety 82.Page 76, (B) Past Performance Are CPARS an acceptable substitute for a past performance questionnaire? No

83. Page 76, (A) Technical Capability Will the government please confirm that required resumes, certifications, and work samples are to be included as part of an uncounted Appendix, and do not count against the current 10-page technical capability/past performance document? requested forms can be submitted as an attachment or appendix

84. Attachment 3 Contractor Rules of Behavior Are we to submit the Contractor Rules of Behavior and Contract Certification – Immigration and Indemnity provided attachment with our proposal response, or is that a post award deliverable? Post award for awardee

85. Will the government provide more detail on the discrete quantities of work products, or a level of effort for each of the major PWS areas? No, the Vendor should be able to determine the sample work products based on the task areas within the PWS.

86.Attachment 1 QASP Please confirm that the QASP is a post-award deliverable. Post award for awardee

87. Page 76, (A) Technical Capability What does the government consider applicable certifications for proposed personnel? This is determined by the Vendor and what is listed in the PWS.

88. Page 76, (A) Technical Capability What does the government consider applicable work samples? No, the Vendor should be able to determine the sample work products based on the task areas within the PWS.

89. Page 76, (A) Technical Capability What information is the government seeking in sample resumes? Review the SF1449 in its entirety

90. Page 76 Will the government please clarify what part of Section B.2 offerors are required to complete? POC information is mentioned but section B.2 is just a solicitation description. Complete SF 1449, Section B.1 CONTRACT ADMINISTRATION DATA a. CONTRACTOR:

91. Page 13, 7. Travel Does the government envision multiple travel engagements happening concurrently? This will be determined once contract has been awarded.

92. Page 19, B.4 Price/Cost Schedule Would the government amend the CLIN table with a travel “plug in” value for each period, for the purpose of price evaluation? No

93. Page 75, Tradeoff process Will the government please provide more detail on the respective weights or priority of the Technical Capability attributes (List of Services, List of Qualified Staff, Applicable Certifications, Resumes, Finished Work Products, Subcontracting)? Refer to SF1449 Section E.3 & E.10

94. Page 75, Tradeoff process Against what criteria does the government intend to assess the extent to which proposed staff are "qualified"? Refer to SF1449 Sections E.3 & E.10

95. Page 75, Tradeoff process Will the government please provide more detail on the respective weights of the four evaluated attributes (Technical Capability, Past Performance, Veterans Involvement, and Price)? Refer to SF1449 Sections E.3 & E.10

96. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” “Provides administrative support, planning, coordination, and execution services for a national annual patient advocate conference”— Does this conference occur once a year? Is this the only conference the vendor will need to support? Please specify. There may be several conferences, depends on the projects.

97. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” How long is the national conference(s)? How many participants does the government anticipate attending each conference? The national conference is 3 days and it supports the patient advocate community, the number of attendees will vary and be determined after award of contract.

If there are more than one conferences the contractor is supposed to support under this contract, please specify the length of each conference.

98. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” First sub-bullet mentioned “(face-to-face or virtual).” Is the intention that the national conference will be accessible to participants in either platform, based on their choice/preference (i.e., that it will be held in both face-to-face and in person formats simultaneously)? Or does that notation mean that it has not yet been decided whether it will be held face-to-face or in person? The government added virtual due to COVID restrictions, and the conference could be held both ways for those unable to attend in person, this will be determined after award of contract.

99. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” Do you have a preferred platform for hosting the conference virtually? This will be determined after award of contract.

100. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” What are the possible cities/states for face-to-face conference over the life of the contract? This will be determined after award of contract.

101. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” Please confirm that all applicable fees associated with the conference execution (e.g., physical facilities and equipment, virtual platform, speakers, printed program and materials, food, and many others) will be the responsibility of the government. They are not included in the contractor’s pricing. This will be the responsibility of the government.

Contractor’s pricing focuses on the support services for planning, coordination, and execution.

102. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” Does the government have access to a registration platform? Yes

103. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” Please confirm that while the contractor can help locate speakers for the conference, the government will be compensating them separately? Yes Given the unknown re: speakers, we will not be able to include that in the contractor’s pricing. This will be determined after award of contract.

104. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “National Conference Planning and Coordination” Is the contractor responsible for content/presentation development for the topics in the conference or is it the responsibility of each speaker that the government hire?

If the contractor is responsible for content development, please confirm that the government will provide the Subject Matter Expertise. This will be determined after award of contract.

105. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “Role-based Development Opportunities (Resources: webinars, toolkits, forums, etc.)” Does each role equate to an available presentation track during the conference? This will be determined after award of contract.

106. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “Role-based Development Opportunities (Resources: webinars, toolkits, forums, etc.)” Are these roles identified for development of professional development materials? This will be determined after award of contract.

107. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “Role-based Development Opportunities (Resources: webinars, toolkits, forums, etc.)” For pricing purposes, please specify the number and length of the different development opportunities (Resources: webinars, toolkits, forums, etc.) anticipated for each contract year. This will be determined after award of contract.

108. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “Knowledge Management System” Please describe how the government anticipates the aggregation of information, guidance regarding VA program and services to function. We have several avenues, however his will be determined/discussed after award of contract.

109. Page 9, 3.a. OPA Professional Development and Engagement Support, bullet “Knowledge Management System” Please confirm that the web resource will be housed on a virtual platform provided by the government. Please identify the associated requirements. Yes and will be discussed after award of contract.

110. Page 10, 3.a. OPA Professional Development and Engagement Support, bullet “Knowledge Management System” Please describe how many patient inquiries and complaints the government anticipates. The government currently uses the PATS-R tool to capture this information and is used by 600 or more throughout the VA System, this report will be shared after award of contract.

111. Page 10, 3.d. Learning Resources Are the learning resources listed in 3.d. separate from resources listed under 3.a. OPA Professional Development and Engagement Support, bullet “Role-based Development Opportunities (Resources: webinars, toolkits, forums, etc.)”? Yes

112. Page 10, 3.d. Learning Resources “employee onboarding/orientation Toolkit with links to Job Aids, such as quick reference guide (QRG) and Videos” For pricing purposes, how long (in terms of seat/learning time) is the anticipated for EACH item on this list and how many of EACH item will be developed per each contract year. To be determined after award of contract.

113. Page 10, 3.d. Learning Resources 3.d. mentions job aids to augment the training. What training will be augmented with the job aids – the national conference, the employee onboarding/orientation, or something else? To be determined after award of contract.

114. Page 10, 3.d. Learning Resources How many videos are expected to be updated as a part this task? How long are the videos that require updates? To be determined after award of contract.

115. Page 10, 3.d. Learning Resources What format (i.e., live action video or animated video) are the videos that require updates as part of 3.d? To be determined after award of contract.

116. Page 10, 3.d. Learning Resources 3.d states, “Provide the video camera and related equipment for filming the videos for OPA internal use only.” Does this mean you want the contractor to provide the equipment and crew for filming to create video, or that equipment will be purchased and provided to OPA under this contract for continued use? Vendor will provide.

117. Page 10, 3.d. Learning Resources 3.d states, “Provide workforce life cycle informatics framework that includes data insights from onboarding, training, competency assessment, performance measures, turnover rate, and exit interview analytics.”

Is the intention of this requirement that the framework/methodology for tracking and analyzing data be outlined or that the actual analysis be performed by the contractor? Both What is currently done? Will be discussed after award of contract.

118. Page 10, 3.d. Learning Resources 3.d asks for recommendations to be made on best practices for improvement of resources. Does that mean learning resources or of other kinds of resources, such as human resources? All

119. Page 76, (B) Past Performance The RFP states, “Past Performance must be provided via email to Jameel.gordon@va.gov and amy.ritchey@va.gov...” Is this statement about the past performance questionnaires from our clients? Refer to SF1449 Sections E.3 & E.10

120. Is there an incumbent currently performing all or some aspects of this contract? No incumbent

121. Will Past Performance Questionnaires be required for all past performances submitted? Or only those that do not have a CPAR available? Will offerors be required to submit CPARs that are available? (section E.10, page 84) Refer to SF1449 Sections E.3 & E.10

122. What is the approximate size of this effort in terms of number of offices/divisions being supported, number of employees who will engage with the contractor, etc.? This will support the patient advocate community for all VA Hospitals.

123. Are there any roles that will be considered Key Personnel for this contract? (section C.15, page 62) Vendor to determine according to task in PWS.

124. Will work samples count against the 10-page limit? (section E.10, page 84) requested forms can be submitted as an attachment or appendix

125. Will resumes count against the 10-page limit? (section E.10, page 84) requested forms can be submitted as an attachment or appendix

126. Can contracts in which the offeror was not the prime contractor be submitted as past performances? (section E.10, page 84) Yes

127. If an SDVOSB is partnering with a subcontractor who is not an SDVOSB, will the offering team still be considered a Tier 1 team? See FAR 9.6 & 2.101 Service-disabled veteran-owned small business concern. SDVOSB must be registered and verified in Vendor Information Pages

128. Will the Government grant an extension for proposal responses due to the number of clarifications being sought? No

129. Can the Government provide a Pricing Matrix so respondents can ascertain scope? Refer to the SF1449 Section, PRICE/COST SCHEDULE

130. In accordance with the following statement, "E.3 Supplemental Instructions to Offerors: OFFEROR MUST ENSURE THAT ITS PROPOSAL IS SUBMITTED TIMELEY TO ENSURE DELIVERY AND RECEIPT BY THE DUE DATE AND TIME IDENTIFIED IN BOX 20 ON THE SF1449 (Page 1 of the solicitation). LATE PROPOSALS WILL NOT BE ACCEPTED. Stated

131. Is this a new requirement? Yes

132. If this an existing requirement, can you provide the incumbent name and/or contract number? No incumbent

133. What are the specific LCATS for this requirement? There is no labor category requirements

134. What is the governments Work breakdown estimate for the LCATS? There is no labor category requirements

135. Would the government consider extending the proposal submission date? No

136. Has an IGCE been constructed? If yes, can the government provide the LCATs utilized to build the IGCE? yes IGCE has been completed and add the no labor category required

137. Has the government identified KEY personnel for the requirement? Vendor to determine according to task in PWS.

138. As none were called out in the RFP but were referenced, are there any KPs that should be identified? Vendor to determine according to task in PWS.

139. How many OPA staff is this RFP supporting? Total OPA staff total is 16

140. Please clarify the amount of travel. Is there a location identified? How many times per year? Purpose? How long? This will be determined once contract has been awarded.

141. What is the current customer complaint tool used. PATS-R

142. Is this a new requirement? If existing, what is/are the contract #s? Who is/are the incumbent contractor(s)? New requirement

143. Which task areas/positions require staff who are SCA WD covered? Refer to FAR 22 and other applicable sources

144. Can we submit CPARS in lieu of PPQ? No

145. Is this a FFP contract? Refer to SF1449 Section E.6

146. If Travel (not required initially), becomes required, will the Govt provide an NTE amount?

147. Please confirm page count for the Technical as it states only 10 pages allowed for the technical response, resumes and Past Performance summaries. Technical Capability and Past Performance is not to exceed 10 pages each

148. Can we use CPARS in lieu of PPQs? No

149. Is this a new requirement or is there an incumbent? New requirement

150. Can the Government grant a one-week extension to the proposal due date? NO

151. Section Organizational Change Management Strategy Pg 8 Will the government please describe what "ongoing change management services" are currently provided in support of the patient advocacy and complaint management modernization initiatives? PWS language: "Additional services include using evidence-based change management tools, templates, artifacts, and ongoing change management services in support of the patient advocacy and complaint management modernization initiatives..." To be determined after award of contract with OPA Leadership.

152. Section 3.a. OPA Professional Development and Engagement Support Pg 9 Does the government anticipate the contractor will support more than one national annual patient advocate conference? If so, how many conferences does the government anticipate the contractor supporting? There may be several conferences, depends on the projects.

153. Section 5.b. Review of Business Analysis Product Pg 12 Will the government please describe what "business analysis products" the contractor will provide support to OPA to review? PWS language: "In support of the OPA functional overview responsibility role of VA complaint management systems, the contractor shall provide support to OPA in reviewing business analysis products." To be determined after award of contract with OPA Leadership.

154. Section E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021): Past Performance Pg 82 Will the government consider allowing Offerors to substitute at least one (1) subcontractor (i.e., non-prime) past performance greater than $1m in total value for a prime past performance? PWS language: "References may be from Federal/State/Local Government organizations or from commercial organizations in which the contractor performed as a Prime Contractor. Government references are considered more relevant in priority order of Federal, State, and Local." Yes

155. Section 1.e. Monthly Status Report Pg 7 The PWS states the Monthly Status Report at a minimum shall include "Staff changes (Notification of Key Personnel changes)." However, the PWS does not list Key Personnel. Will the government please clarify if Key Personnel are required for this opportunity? Vendor to determine according to task in PWS.

156. Section 2.d. Change Management Stakeholder Training Pg 9 Does the government have an existing Learning Management System (LMS) for VA employee training that the offeror should use to host any web-based training developed or will the offeror be required to provide and manage their own LMS? If there is an existing LMS, will the offeror be required to provide maintenance and support personnel or is there dedicated government staff that will manage the LMS? YES – Talent Management System (TMS)

157. Section 3.a. OPA Professional Development and Engagement Support Pg 9 Will the government please provide additional details for the national annual patient advocate conference, including expected conference length, estimated registration size, existing site and lodging contracts for out-years, expected conference activities in addition to training (trade expo), etc. The national conference is 3 days and it supports the patient advocate community, the number of attendees will vary and be determined after award of contract.

158. Section E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) Pg 82 On page 76, it is stated that 'Page limit for Technical Capability and Past Performance is not to exceed 10 pages which does not include cover and reference page.' Will the Government please confirm that the 10 page limit excludes resumes, applicable certifications, PDF samples of finished work products but instead includes the A.1 contractor's technical capability, A.2 services offered to meet the PWS requirements, A.3 staffing plan, and B.1 Past Performance? requested forms can be submitted as an attachment or appendix

159. Section E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) Pg 82 Is the government requesting a list of all named personnel, their resumes, and applicable certifications that are expected to perform services under the contract? Yes. If so, will the government consider replacing the requirement to name the Offerors full team with only key personnel and defining the key personnel requirements? Vendor to determine key personnel according to task in PWS

160. Section E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) Pg 82 Will the government please clarify its request for the Offeror to provide 'PDF samples of finished work products in alignment with services under the contract as specified in the PWS?' Is there a limit to the number of PDF samples provided? Is the government's expectation that PDF samples be provided for each task area of the PWS? May work product examples be included as an Appendix without a page limit? requested forms can be submitted as an attachment or appendix

161. Section 1.f. Project Management Support Services Pg 7 Will the government please clarify the number of expected projects for the Offeror to provide comprehensive project and program management support services to OPA? In addition, what is the expected size of the projects(s) that will need to be managed?

162. Section 3.a. OPA Professional Development and Engagement Support Pg 9 Will the government please clarify its request for the Offeror to provide Role-based Development Opportunities including what the expected outcomes of the task are (i.e., Plan development, preparing and performing training)? This will be determined after award of contract.

163. Is there an incumbent contractor on this effort? NO If so, what is the contract number? N/A

164. If there is an incumbent contractor, how many personnel are currently supporting this effort? Are all positions filled? No incumbent

165. How many awards does the Government anticipate making? Single award

166. PWS Section 8. Security states that the offeror will require a Security Accreditation Package in order to connect contractor-owned laptops to the VA network.

Is a current Security Accreditation Package for contractor owned IT assets required, or will the Government allow time to meet this requirement? It is a requirement and government will provide documentation.

167. PWS Section E.10 Evaluation Factors for Technical Capability states that offerors are to provide resumes and certifications for personnel supporting work in this contract. However, there are no required LCATS or position requirements listed. there are no required LCATS , This will be determined by the Vendor.

Will the Government provide required position education, experience and certifications? Review the SF1449 in its entirety

168. PWS Section E.10 Evaluation Factors for Technical Capability states that the offeror is to provide CPARS rating(s) or any other past performance rating(s) provided by the Department of Veterans Affairs, other Healthcare Entities or other Federal Agencies.

If the offeror does not have CPARS ratings, will the Government allow Past Performance Questionnaires (PPQs) in lieu? Yes Will CPARS and/or PPQs from subcontractors, as long as the work reflected was prime work, be allowed? In other words, if Company A teams with Company B, will past performance from Company B be acceptable, as long as it was prime work? reference FAR 15.305

169. PWS Section E.10 Evaluation Factors for Technical Capability states a 10-page limit for Technical and Past Performance.

Is the 10-page limit combined Technical and Past Performance or is it 10 pages each volume? Technical and Past Performance is 10 pages each Do candidate resumes count towards the 10-page limitation? requested forms can be submitted as an attachment or appendix

170. PWS Section Task Requirements Is there historical data of workload, or a current number of personnel supporting this effort? NO

171. Is this a single award or multiple award contract? Single award

172. Is this a new contract or is there any incumbent? new contract

173. Please provide the incumbent details. No incumbent

174. Do we need to submit a single document/file containing Technical, Past…