36C24924R0063 A00002.docx
DOCX document 34 KB Posted
- Attached to
- Q201--Holly Springs CBOC Services Federal contract opportunity
- Solicitation number
- 36C24924R0063
About this file
This document is an Amendment (A00002) to Solicitation 36C24924R0063 for Community Based Outpatient Clinic (CBOC) Services in Holly Springs, Mississippi, issued by the Department of Veterans Affairs Network Contracting Office 9. The amendment extends the solicitation close date to April 30, 2025 at 10:00 AM Central Time and provides responses to 59 vendor questions, addressing topics such as proposal submission requirements, facility design, staffing, licensing, and performance expectations. Key changes include clarifying past performance survey requirements, modifying documentation and staffing submission guidelines, and allowing certain certifications and licenses to be submitted post-award.
The solicitation is for a one-year base contract with nine option years, covering CBOC services to be performed in Holly Springs, Mississippi, within 10 miles of a local hospital with emergency room facilities. Offerors must submit two proposal volumes: Volume I (Price) and Volume II (Technical Capability), with specific evaluation factors including past performance, management plans, facility suitability, and key personnel. The contract requires compliance with VA standards for documentation, reporting, environment of care, and adherence to the PACT Space Module Design Guide, including the on/Stage-Off/Stage concept for facility design.
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36C24924R0063 A00002
5. PROJECT NUMBER (if applicable)
CODE
7.
ADMINISTERED BY
2. AMENDMENT/MODIFICATION NUMBER
CODE
6. ISSUED BY
8. NAME AND ADDRESS OF CONTRACTOR
4. REQUISITION/PURCHASE REQ. NUMBER
3. EFFECTIVE DATE
9A. AMENDMENT OF SOLICITATION NUMBER
9B. DATED
PAGE OF
PAGES
10A. MODIFICATION OF CONTRACT/ORDER NUMBER
10B. DATED
BPA NO.
1. CONTRACT ID CODE
FACILITY CODE
CODE
Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:
The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers
E. IMPORTANT:
is extended,
(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.
12. ACCOUNTING AND APPROPRIATION DATA
(REV. 11/2016)
is required to sign this document and return ___________ copies to the issuing office.
is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.
15C. DATE SIGNED
B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).
RESULT IN REJECTION OF YOUR
OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.
C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:
D. OTHER
Contractor
16C. DATE SIGNED
14. DESCRIPTION OF AMENDMENT/MODIFICATION
16B. UNITED
STATES OF AMERICA
Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.
15A. NAME AND TITLE OF SIGNER
16A. NAME AND TITLE OF
CONTRACTING OFFICER
15B. CONTRACTOR/OFFEROR
STANDARD FORM 30
PREVIOUS EDITION NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)
(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)
(If required)
(SEE ITEM 11)
(SEE ITEM 13)
(X)
CHECK
ONE
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,
IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF
SOLICITATIONS
AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT
(Signature of person authorized to sign) (Signature of Contracting Officer) A00002 Department of Veterans Affairs Network Contracting Office 9 (90C)
NCO 9
1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129 90C Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) Medical Center Parkway Suite 204 Murfreesboro TN 37129 To all Offerors/Bidders
36C24924R0063 02-11-2025
X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 04-30-2025 10:00AM C T The purposes of this amendment are as follows:
1. Extend the solicitation close date to 04-30-2025 at 10:00AM Central Time, to allow for more time for VA team to provide answers to technical questions.
2. Provide answers to 59 vendor questions. A 3rd amendment will be posted soon to provide answers to approximately 20 remaining technical questions.
3. The PWS is currently being updated to reflect changes based on vendor questions, and the solicitation will be amended again to incorporate PWS changes, as well as updated clauses and provisions.
Carol Franklin Contracting Officer
| Vendor Questions |
| VA Answers |
| 1 |
| There are two different proposal due dates listed in the RFP – March 25th at 10AM CDT on the first page of the SF 1449 and March 14th at 10AM CT on page 168. Can the government please confirm the due date? |
| This was a mistake and was corrected via Amendment A00001; however, the solicitation close date is now extended under this Amendment to 04-30-2025 at 10:00AM Central Time to allow technical team to review vendor questions and respond accordingly, and update PWS, provisions, and clauses as necessary. |
| 2 |
| Can the government please confirm if Past Performance Surveys are required? There is no mention of them in the RFP instructions but Attachment D.14 is a survey template with a due date of September 14, 2023. |
| Yes; past performance surveys are required and an updated survey template is attached to this amendment. |
| 3 |
| The RFP states, "a copy of licenses must be provided with offer and will be updated annually. However, in the Instructions to Offeror and Evaluation Factors, there is no mention of licenses being required to submit with proposal. In the Evaluation under Sub-Factor E - Key Personnel, it states, to provide a list of the titles, roles, and qualifications of all clinical staff members intended to be utilized in the performance of this contract. Does the VA require names and licenses of all staff to be provided with the proposal? |
| RFP will be updated to remove "…must be provided with offer…". Please see Subfactor E which only requires proposal to include a list of titles, roles, and qualifications of all clinical staff members to be utilized in the performance of this contract. |
| 4 |
| Vendor kindly asks that the government reconsider the staffing requirements to align with other VISNs and only require names and a qualifications summary for all staff. The requirements above are typical industry CBOC proposal requirements that are achievable and will help increase competition while still providing the VA confidence in the Offeror’s ability to provide high quality staff. |
| RFP will be updated to remove "…must be provided with offer…". Please see Subfactor E which only requires proposal to include a list of titles, roles, and qualifications of all clinical staff members to be utilized in the performance of this contract. |
| 5 |
| Attachment D.8 CFM CBOC Prototype Design was not provided as an attachment. Will the VA please provide Attachment D.8 CFM CBOC Prototype Design? |
| Yes; please see attached. |
| 6 |
| Attachment D.8b OIT Design Guide was not provided as an attachment. Will the VA please provide Attachment D.8b OIT Design Guide? |
| Yes; please see attached. |
| 7 |
| Are there any email size restrictions when submitting the proposal electronically to the VA? |
| There may be a limit; however, please separate large proposal documents in multiple emails if you feel necessary, and please request confirmation for each email sent, to ensure entire proposal was received. |
| 8 |
| In the Instructions to Offeror, it states Proposals will consist of submitting two separate proposal volumes: Volume I - Price and Volume II - Technical Capability, Business Operations, and Small Business Participation. In the evaluation section, Factor 1 – Past Performance it states offeror shall submit at least three (3) references for current/prior Outpatient Clinic and Healthcare Management contracts that are similar in size and scope to this requirement, including any Federal, State, or local government, and commercial contracts. There is no mention in the instructions to offeror as to which volume (I or II) the Past Performance references should be located or any instructions on what information the VA would like to see in the Past Performance references. Given that Volume II shall not contain any vendor (Offeror) specific information, rather the Vendor will obtain a code from the Contract Specialist, Angela Tucker, and that code shall be utilized in Volume II in place of the Vendor’s name, would the Past Performance references be located in Volume I Price? |
| For "Offeror shall submit at least three (3) references for current/prior Outpatient Clinic and Healthcare Management contracts that are similar in size and scope to this requirement, including any Federal, State, or local government, and commercial contracts." -- please add this information to Volume I, as Section 4. For clarification of Evaluation Factor 1 - Past Performance: Past Performance Questionnaires shall be submitted by the reference, to the Contract Specialist, by 04-30-2025 at 10:00AM CT. |
| 9 |
| In the Instructions to Offeror, it states, ""the Offeror is instructed to not include its name or any Offeror specific identifying information anywhere in Volume II of its proposal." Will the VA please clarify what is considered ""identifying information""? Does this include any names of organization leadership/management team members, using bidder's CBOC contract names or leaders in company's experience/performance, email addresses that include company name in it and phone numbers for contact information, etc.? |
| Identifying information is just the name of the Offeror. There should really not be any reason to include an email address or phone number in Volume II. |
| 10 |
| Use font Times New Roman or Arial, with a font size no smaller than 11 point. Will the VA permit tables, graphics, labels, footnote, org chart, etc. to have a font size smaller than 11 point for graphics and tables? |
| Yes |
| 11 |
| For E.1.9, is the overall turnover rate that the VA is referencing in Evaluation Factor 1 - Past Performance, referring to the overall turnover rate for the reference contract provided by the bidder? Or is it referring to the bidders overall company turnover rate for same or similar contracts? If it referring to the bidders overall company turnover rate, is it to be provided in the Past Performance section of the proposal or in the Management Plans/Quality Control section of the proposal? |
| It is the overall company turnover rate for same or similar contracts; you can include this information in Management Plans/Quality Control. |
| 12 |
| In Sub-Factor C - Management Plans/Quality Control in the Evaluation Factors, it states: ""The Offeror shall demonstrate the ability to meet VA standards of documentation and reporting. Offeror shall provide procedures explaining how Offeror intends to ensure that documentation is in compliance with VA policies. Offeror shall include in this submission, procedures that reflect how they will report workload (check-in, lab results, x-ray results, etc.) within two (2) working days of each visit for each veteran patient. Offeror shall fully explain how they capture and report data with regard to utilization performance measures, preventative services, screening due dates for each enrolled patient, and evaluation of the quality, appropriateness and timeliness of services performed in the clinical indicators of this solicitation. (PWS Reference: 8). In the PWS it goes from Section 7. on page 85 to Section 10 on page 89. Sections 8. and 9. are missing. Will the VA clarify what section in the PWS this is referencing? |
| This looks to be a document formatting error; the PWS Reference for this is Section 7. |
| 13 |
| For E.1.9, in the Evaluation Sub-Factor B - Suitability and Accessibility of Facility, it states, within ten (10) days after award, Offeror shall provide a copy of the latest State or local inspection of the facility that substantiates appropriate codes for building, fire, and safety are met. The Offeror shall also demonstrate that the proposed building meets the codes for building, fire, and safety to ensure the VA that veteran patients are in a safe environment. If the bidder plans to buildout a new facility, is it acceptable if the bidder provides the state or local inspection of the facility upon completion of the construction? Is the bidder to demonstrate that the proposed building will meet the codes for building, fire, and safety in our proposal or after contract award? |
| Yes, it is acceptable to provide the state or local inspection of the facility upon completion of construction. The RFP will be updated to reflect this change. |
| 14 |
| For E.1.9, In the Evaluation Sub-Factor C - Management Plans / Quality Control, it states to submit proposed back up staffing plan in the event a provider or staff member is absent for short or long periods of time. The plan should demonstrate the ability to provide appropriate staff on short notice with the intent of providing services with seamless or minimum disruption in services. In Sub-Factor E - Key Personnel, it states to describe contingency plan for covering enrolled patient's appointments due to scheduled or unscheduled vacancies to ensure that full patient grid of appointments is covered. The plan should demonstrate how Contractor shall provide seamless or minimal disruption in services. Include identified locum and/or permanent staff that may be privileged in advance to cover routine and emergency vacancies. Which section should the back up staffing plan for absences short or long term/ scheduled or unscheduled vacancies be located in the proposal, Sub-Factor C or Sub-Factor E? |
| The proposed backup staffing plan should be reflected in your response to Subfactor C. The contingency plan is a separate plan, that may reference some similarities from the backup staffing plan. The contingency plan should be located in response to Subfactor E. |
| 15 |
| For E.1.9, In Sub-Factor C - Management Plans / Quality Control in the Evaluation Factors, it states: ""Demonstrate your recruitment and retention plans and policies to ensure stability of professional staff at the CBOC. (PWS Reference: 2.21)"" In Sub-Factor E - Key Personnel, it states: "Describe the mechanisms you will employ to recruit and retain key personnel." Would the VA like to see the Recruitment and Retention Plan in Sub-Factor C or Sub-Factor E? |
| Recruitment and Retention Plan should be reflected in your response to Subfactor E. |
| 16 |
| For E.1.9, The RFP asks the Offeror's to provide certification that salaries and fringe benefits for professional staff are reasonable and in accordance with standard market practices. Is there a form that the VA would like the Offeror to sign? If not, is there any format that the VA would like to see this presented in? |
| We have no preferred format. |
| 17 |
| In the Deliverables/Reports it states copies of all certifications and licenses for staff members providing CBOC services should be submitted with proposal and upon renewal of licenses. Is it acceptable to the VA if the contractor provides staff member certifications upon contract award? |
| Yes, this is acceptable and the solicitation will be updated to reflect this change. The Deliverables/Reports attachment will be updated and included in a later amendment. |
| 18 |
| In the Deliverables/Reports it states laboratory information / accreditation certificates are required with the proposal. Given that we are not the incumbent contractor with an existing facility, we can't obtain a CLIA certificate until after contract award once we have credentialed the clinic physician director. Is it acceptable to the VA if the contractor provides the CLIA certificate after contract award and prior to providing patient care? |
| Yes, this is acceptable and the solicitation will be updated to reflect this change. The Deliverables/Reports attachment will be updated and included in a later amendment. |
| 19 |
| In the Deliverables/Reports it states time and attendance logs are required upon submission of invoices. Given that this is a firm fixed price contract, why would time and attendance logs be required? |
| This deliverable is removed, and the Deliverables/Reports attachment will be updated and included in a later amendment. |
| 20 |
| Will the government add price realism language to the current solicitation to prevent contractors from deliberately underbidding this contract? |
| No. |
| 21 |
| Please confirm the font is Times New Roman and font size minimum is 11 point. |
| Times New Roman or Arial font is acceptable. |
| 22 |
| Does the current Marshall County CBOC location in Holly Springs, MS meet the new contract PACT Space Module Design Guide requirements as stated in section "12. Space Requirements" of the solicitation? |
| This is not relevant to this solicitation. |
| 23 |
| In Sub-Factor E - Key Personnel requests a spreadsheet listing salary ranges and fringe benefit ranges for professional personnel. The instructions mention submitting this worksheet with the pricing information (Volume 1) of the proposal. Should the worksheet be included in both Volume I and Volume II, or only in Volume I? Additionally, where specifically in Volume I should it be included? |
| Please only submit with Volume II under in your response to Subfactor E. |
| 24 |
| PWS 12; Does the current CBOC meet the government’s PACT design guidelines, and if not, will the location be “grandfathered in” and be considered by the Government as meeting the RFP requirements? |
| This is not relevant to this solicitation. |
| 25 |
| What is the estimated length of this contact starting when and ending when? |
| This is a one-year base plus 9 option year IDIQ, estimated to start immediately upon award. |
| 26 |
| In the Performance Work Statement it says for the place of performance: Services shall be performed by Contractor in Holly Springs, MS and within 10 miles of a local hospital providing emergency room services, on behalf of the Lt. Col. Luke Weathers, Jr. VA Medical Center. However, in the Evaluation it states, ""preference will be given to a facility that is located within 10 miles of a hospital with emergency room facilities."" There are extremely limited viable facilities available in the Holly Springs, Mississippi. Is it a requirement or a preference that the CBOC facility be within 10 miles of a local hospital? |
| It is a requirement. |
| 27 |
| PWS 13; The RFP states that the Contractor shall meet VHA standards regarding EOC and shall provide EOC management plans addressing safety, security, hazardous materials, hazardous waste, emergency preparedness, life safety, medical equipment, infection control, and utility systems with the submission of their proposal and within 15 calendar days after contract award. Is it acceptable to the VA if the Contractor provides the EOC documentation within 15 calendar days after contract award? |
| Yes |
| 59 |
| Please confirm the new CBOC must be designed with the on/Stage-Off/Stage concept as laid out in the PACT Design Guide. |
| Yes, confirmed. |
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