36C24924R0063 A00004.docx
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- Attached to
- Q201--Holly Springs CBOC Services Federal contract opportunity
- Solicitation number
- 36C24924R0063
About this file
This document is an Amendment (A00004) to a Department of Veterans Affairs solicitation for a Community Based Outpatient Clinic (CBOC) in Holly Springs, Mississippi. The amendment extends the solicitation close date to May 15, 2025, at 10:00 AM Central Time and provides extensive vendor questions and answers addressing facility requirements, staffing, and operational details.
Key requirements include a minimum 11,000 net square foot facility within 10 miles of a local hospital, with specific space allocations for telehealth rooms, exam rooms, consultation rooms, and specialized areas like audiology and retinal imaging. The clinic will serve approximately 1,608 primary care and 335 mental health veterans, requiring staffing such as physicians, clinical pharmacists, telehealth technicians, and a full-time clinic manager. The solicitation mandates specific qualifications for medical personnel, equipment provisions, and adherence to VA standards for environment of care, pharmacy services, and medical equipment. The contract will involve providing comprehensive primary care and mental health services, including medications, vaccines, and telehealth capabilities.
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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) X A00004 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) 1639 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: 05-15-2025 10:00AM CDT The purposes of this amendment are as follows:
1. Extend the solicitation close date to 5-15-2025 at 10:00AM Central Time.
2. Provide answers to additional vendor 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 Vendor Questions and VA Answers – Part II
| Vendor Questions |
| VA Answers |
| 1 |
| 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? |
| The Offeror will need to make that determination. The Government will not grandfather the current facility or issue any waivers if the current facility does not meet size or space requirements or design guidelines. |
| 2 |
| Considering the solicitation is for 1515 Veterans, and there are likely fewer than that in an active status, 11,000 NSF seems very excessive. Please clarify. |
| Requesting additional space for possible specialty services. |
| 3 |
| B.2; Will the Government provide the historical billed enrollment for PC and for MH for the Holly Springs CBOC for the past five years? |
| 2025 PC- 1399/ MH- 334; 2024 PC- 1364/ MH- 310; 2023 PC- 1291/ MH- 268; 2022 PC- 1261/ MH- 207; 2021 PC- 1440/ MH- |
| 4 |
| PWS 2.6; Will the Government provide the number of veterans receiving General and Specialty MH services so that the contractor can determined the FTE level of support needed? |
| 335 |
| 5 |
| PWS 2.7; Will the Government provide the number of synchronous/asynchronous encounters telehealth encounters over the last year or the expected number anticipated? |
| 755 |
| 6 |
| PWS 6.1; Will the Government provide the historical number of female Veterans assigned to the clinic? |
| 144 |
| 7 |
| PWS 6.2; To ensure compliance with the solicitation requirements for administering vaccines and medications in a primary care setting, could you please confirm that the scope of required medications and vaccines is limited to those typically administered for preventive and routine purposes? Specifically, we are seeking to confirm that this includes vaccinations such as influenza, COVID-19, pneumococcal, and routine adult immunizations, as well as medications for primary care-managed conditions like hypertension, diabetes, and cholesterol management. |
| The vendor should expect to provide any medications designed to be given in clinic within the scope of services offered at that clinic (i.e. primary care, mental health, etc.). There are a wide variety of vaccines given within primary care and the expectation would be that they would procure the vaccinations needed. |
| 8 |
| PWS 6.2; Additionally, can you confirm that this does not include medications or vaccines typically managed in specialty or hospital settings, such as advanced cancer therapies, high-risk biologics, mental health, or specialty immunizations not usually administered in primary care (e.g., travel vaccines or rare disease treatments)? |
| The vendor should expect to provide any medications designed to be given in clinic within the scope of services offered at that clinic (i.e. primary care, mental health, etc.). It would be highly unlikely, for example, for biologics associated with cancer therapy to be given at that clinic if those services are not provided there. The Veteran would be sent to CITC or back to the Medical Center for such therapy. |
| 9 |
| The enrollment for primary care starts at 1515 in the base year and decreases to 1485 in option year 9. However, in VSSC, the PCMM enrollment increase from FY2022 to FY2024 and as of January 2025 enrollment is 1608. Why does the VA believe the enrollment will decrease when the prior 3 years show an increase? And why is the starting enrollment 1515, when the enrollment in PCMM as of January 2025 is 1608?" |
| Expect a 2% decrease over the next 10 years. Current enrollment for Primary Care is 1410. |
| 10 |
| The enrollment for mental health has a base year enrollment of 455. However, in VSSC, the mental health enrollment is 263. What is the reasoning behind starting the enrollment 455 when the enrollment in VSSC is only 263? |
| Original plan was prepared in 2022. Current enrollment for Mental Health is 335. |
| 11 |
| 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. |
| 12 |
| PWS 2; Is a full-time Clinic Manager required and if so, would the VA prefer they be a Registered Nurse? |
| Yes |
| 13 |
| PWS 2.1; The RFP states that the Contractor's Physicians performing under this contract shall be board certified by the ABMS in Internal Medicine and/or Family Practice or the BOS in Internal Medicine and/or Family Practice. Is it acceptable to the VA if the Physician is board eligible by the ABMS in Internal Medicine and/or Family Practice or the BOS in Internal Medicine and/or Family Practice?" |
| Yes, they can be board certified and board eligible. |
| 14 |
| PWS 2.2.3; Is it acceptable to the VA if the Physician is board eligible by the ABMS in Internal Medicine and/or Family Practice or the BOS in Internal Medicine and/or Family Practice? |
| AMBS or BOS is ok. |
| 15 |
| PWS 2.2.3; OPTION 2: Unlicensed Assistive Personnel (Health Technician, Nursing Assistant). This staffing is part of the PACT Teamlet, not the primary telehealth clinical technician (TCT): Qualifications. In Option 2, is it acceptable to use a Medical Assistant? |
| Yes, a medical assistant is acceptable. |
| 16 |
| PWS 2.3, 6.2; The RFP states the following discipline specific staffing shall be provided by the Contractor. Discipline Specific 1: Clinical Pharmacist Practitioner (CPP) - PACT: FTE Ratio Performance Standard: 1.0 FTE per 3,600 Veterans. Discipline Specific 2: Clinical Pharmacy Specialist (CPS) Anti-Coagulation - PACT: FTE Ratio Performance Standard: 1.0 FTE per 3,600 Veterans. However, in Section 6.2 Pharmacy Services it states Clinical Pharmacy Services shall be provided by the Memphis VAMC. Will the CPP and CPS be provided by the Memphis VAMC or the Contractor? |
| Clinical Pharmacy Services will be provided by the Memphis VAMC. |
| 17 |
| PWS 2.7; The RFP states the following telehealth staffing shall be provided by the Contractor. For CBOCs with fewer than 1050 synchronous and/or asynchronous encounters anticipated per year, one Telehealth Clinical Technician (TCT) FTE is required; for CBOCs with 1051-1479 annual synchronous and/or asynchronous encounters anticipated, or those with an expansion plan target in this range, 1.5-2 TCT FTE are required; for CBOCs with over 1480 annual synchronous and/or asynchronous encounters anticipated, or those with an expansion plan target in this range, greater than 2 TCT FTE are required. Each TCT shall have a trained back-up, e.g., another TCT or a member of the PACT Teamlet such as (PCP, RNCM, or clinical associate) who is able to perform all telehealth duties of the designated telehealth TCT. In order to appropriately staff the TCTs, how many synchronous and asynchronous encounters does the Holly Springs CBOC anticipate per year?" |
| 755 |
| 18 |
| PWS 6.1; The RFP states the Contractor will provide mammograms for patients through a local accredited and certified mammography facility at the Contractors expense. Does the VA have historical data on the number of mammograms completed by the Holly Springs CBOC? |
| 58 |
| 19 |
| PWS 6.2; The Contractor will provide all medications that are to be administered to patients in the clinic (including vaccines in accordance with current and future Advisory Committee on Immunization Practices (ACIP)/CDC recommendations and guidance). Will the VA provide a list of all medications and vaccines that are to be provided by the Contractor and the historical annual usage? |
| Pharmacy can not provide an exhaustive list of medications/vaccinations that the vendor will be required to provide. The VA Formulary is published. The vendor should expect to provide any medications designed to be given in clinic within the scope of services offered at that clinic (i.e. primary care, mental health, etc.). |
| 20 |
| PWS 12; The RFP states there will be a corridor between tele-psychiatry, tele-pharmacy, retinal camera room, and (2) tele-health exam rooms for a total of 5 telehealth rooms. It then states, there will be (1) room a minimum of 125 square feet with carpeted flooring, upper cabinetry with lower workstation on one wall, a desk that is a minimum of 3 feet wide, (3) chairs, and a total of (4) network access ports with port (1) located on each wall inside the room for the Memphis VAMC to utilize for a VA staff Audiologist. For clarification purposes, is the 1 room for the audiologist, in addition to and separate from the 5 telehealth rooms? |
| Yes |
| 21 |
| PWS 12; The RFP states there will be (1) room a minimum of 125 square feet with carpeted flooring, upper cabinetry with lower workstation on one wall, a desk that is a minimum of 3 feet wide, (3) chairs, and a total of (4) network access ports with port (1) located on each wall inside the room for the Memphis VAMC to utilize for a VA staff Audiologist. It then states the VAMC may utilize these two rooms for other specialty needs in place of or in between Audiology/Ophthalmology clinic operating days/hours. The RFP states there is one room for the VA Audiologist but then states the VA may utilize these two rooms for other specialty needs. Is it one room or two rooms for the audiologist/ophthalmology? |
| 2 rooms |
| 22 |
| PWS 12; The RFP states there must be (3) exam rooms per teamlet. Is one of the 3 exam rooms required to be a women's exam room and if so, does each PACT Team need to have a women's exam room? |
| Each designated women’s health provider shall have an appropriate exam room to conduct the annual women’s health exam. At least 2 providers are required at all times. |
| 23 |
| 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 |
| 24 |
| PWS 14; Will the government or contractor supply the multi-printer (printer/scanner/ fax) machine? if so, what make and model is required? |
| No, regular printers will be provided by the VA. |
| 25 |
| Who will be responsible for contracting for phone service for the clinic’s fax and voice lines? The RFP has conflicting requirements: P. 98 The Contractor shall be responsible for: (second bullet) Providing telephone equipment/system and monthly telephone service. P. 101 Providing telephone equipment/system and monthly telephone service. (third bullet) providing the primary data (including internet) and voice services. |
| Contractor should provide phone and fax. The internet is usually provided by the VA and the Contractor has to have the site preped for connectivity from point internet service is connected to the building. |
| 26 |
| Are we expected to provide 1 or 2 women’s health rooms? |
| 2 |
| 27 |
| Does the VA intend to put an audiology booth or other specialized equipment that may need additional structural engineering into the designated audiology room? |
| Yes, the VA will provide and be responsible for the equipment. |
| 28 |
| Can the government please provide the medication/vaccination list the contractor will be responsible for along with volume? |
| Pharmacy can not provide an exhaustive list of medications/vaccinations that the vendor will be required to provide. The VA Formulary is published. The vendor should expect to provide any medications designed to be given in clinic within the scope of services offered at that clinic (i.e. primary care, mental health, etc.). |
| 29 |
| Please advise how many exam rooms and how many consultation rooms the VA requires per PACT team. |
| 3 exam rooms and 2 consultation rooms |
| 30 |
| Please advise how many telehealth rooms (by type) the VA requires in this facility and if the VA would like exam tables in the rooms. |
| 1 Teleretinal room, 1 Tele spirometry room, 1 general exam room with exam table, 1 audiology room |
| 31 |
| Please confirm the size and number of small group rooms and large group rooms required in this facility. |
| 1 Tele spirometry room |
| 32 |
| Please confirm the number of procedure rooms and women’s health exam rooms required in this clinic. |
| 1 general exam room with exam table |
| 33 |
| Can a procedure room count toward the number of required women’s health exam rooms? |
| 1 audiology room |
| 34 |
| 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. |
| 35 |
| Please list all VA staff that will be onsite at the clinic and the approximate number of days per week they will be there. |
| Staffing and Qualifications on page 16 discuss roles and FTE required. |
| 36 |
| Will the new Contractor inherit the patients’ last vesting visit and be allowed to bill for one year from the date upon contract award? |
| Carol: I believe this is yes? Please confirm. |
| 37 |
| Will the VA provide the ThinPrep solution since contracts are unable to obtain it? |
| Yes |
| 38 |
| In addition, the Contractor must apply for and maintain an Arkansas Department of Health Level II Clinical Laboratory Permit. Please confirm this is correct. |
| Yes, should be Mississippi |
Reference: 12. Space Requirements: Minimum requirement is 11,000 Net Square Footage (NSF), and it is preferred that the space include room for future expansion. Any property proposed with less than the minimum NSF required will render the proposal technically unacceptable and will not be considered for award. Within this space, there will be a corridor between tele-psychiatry, tele-pharmacy, retinal camera room, and (2) tele-health exam rooms for a total of 5 telehealth rooms.
| 39 |
| Can the government clarify this requirement? Does the government require a dedicated hallway separating the tele-psychiatry, tele-pharmacy, retinal camera room, and telehealth exam rooms from the main primary care patient care rooms? Is controlled access, such as a door for access to this space required? |
| A dedicated hallway is not necessary however all doors will need to have controlled access due to the equipment. |
| 40 |
| Additionally, for the telehealth, retinal camera room, and telehealth exam rooms, is the government requiring handwashing capabilities? If so, please list which of these rooms are to have handwashing capabilities. |
| Yes, all rooms will require handwashing capabilities |
Reference: 12. Space Requirements: There will be (1) room a minimum of 175 square feet with non-carpeted flooring and a total of (4) network access ports with (1) port located on each wall inside the room for the Memphis VAMC to utilize as an on-site Tele-retinal imaging staffed by trained contract employees during normal business hours Monday - Friday. The room will have a lock on the door with keys only kept by the VA, clinic manager, and housekeeping.
| 41 |
| Is this room (Tele-retinal/Ophthalmology clinic) required to be separate from the Retinal camera room? Is the government requiring a dedicated Retinal camera room AND Tele-retinal imaging/Ophthalmology room? |
| Teleretinal and Ophthalmology are 2 separate entities and will require 2 separate rooms. |
Reference: 12. Space Requirements: There will be (1) room a minimum of 125 square feet with carpeted flooring, upper cabinetry with lower workstation on one wall, a desk that is a minimum of 3 feet wide, (3) chairs, and a total of (4) network access ports with port (1) located on each wall inside the room for the Memphis VAMC to utilize for a VA staff Audiologist during normal business hours. The room will have a lock on the door with keys only kept by the VA, clinic manager, and housekeeping. To avoid disruption of care, the room shall not be located beside an outside door or emergency door.
| 42 |
| Does the government require this room to have handwashing capabilities? |
| No |
"Reference: 12. Space Requirements:
There will be one (1) teamwork room that combined will accommodate a total of twenty (20) personnel. Teamwork room is to be located adjacent to the exam rooms. See PACT Design Guide for additional requirements."
| 43 |
| With a two-pact team clinic, having a teamwork room accommodating 20 personnel is significantly larger than would normally be considered. Can the government further clarify this requirement? Excluding the PACT teamlet personnel, what other additional contractor or VA employees are expected to work out of the teamwork zone? |
| Space should be based on number of staff members. |
"Reference: 12. Space Requirements:
There will be (2) group rooms. There will be one (1) conference room that comfortably accommodates all the contractor’s staff. The conference room is not to be included as one of the group rooms."
| 44 |
| For each of the two required group rooms, is there minimum square footage the government desires? |
| Plan for group therapy of 20 patients with capabilities of telehealth and F2F groups. .Room must meet fire safety and accessibility. |
| 45 |
| How many occupants are expected to utilize each group room? |
| Plan for group therapy of 20 patients with capabilities of telehealth and F2F groups. |
| 46 |
| Will telephones within the group rooms be required? |
| Room should have capabilities of telehealth and F2F groups. |
| 47 |
| Will two network access ports within each group room meet expectations? |
| Room should have capabilities of telehealth and F2F groups. |
| 48 |
| PWS Page 62; The RFP lists POC testing for pregnancy, rapid flu, and rapid strep test. Does the VA require any other POC testing? For example, INR, Glucose, HbA1c and if so, will the VA provide the equipment for the same? |
| Contractor will be responsible for supplies and equipment. |
| 49 |
| PWS 5, 5.1; Can the Offeror assume that all required training has been included in this RFP? If this is not a correct assumption, could the government please provide clarification of staff training requirements? |
| Yes, each position lists the required training. |
Amendment A00004
File details come from the government source that posted it. Updated .