36C24E24R0003 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D 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 amendmen t, 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) 240E 06-17-2024 None 00240E Veterans Health Administration Regional Procurement Office East Building 32 Suite 1A1111 1010 Delafield Road Pittsburgh PA 15215-1802 00240E Veterans Health Administration Regional Procurement Office East Building 32 Suite 1A1111 1010 Delafield Road Pittsburgh PA 15215-1802 To all Offerors/Bidders

36C24E24R0003

X

X The purpose of this amendment is to answer potential offeror questions.

The offer due date has been extended until 7/9/2024.

All other terms and conditions remain unchanged.

Michael D. Haydo Contracting Officer

PCOE14L3-67579

Amendment 1 to add questions/answers and extend close date.

Questions

A: No the offeror only needs to provide their plan to meet/exceed the ATO requirement.

A: The contract will have a continuous 5-year performance/ordering period and there will be no option periods. The quantities are estimates. The unit prices should remain the same for the life of the contract.

A: YES

A: YES

A: Yes, the clauses only apply to contracts awarded as a set-aside. If none of the set-aside level parameters are met, then the set-aside will be dissolved.

A: In accordance with the prescription FAR 19.708(b) for clause 52.219-9: Contracting by negotiation, and subcontracting plans are required with initial proposals as provided for in 19.705-2(d). FAR 19.705-2(d) and FAR 19.702(a)(1)(i) allow the Contracting Officer discretion on the requirement. Only the successful offerors (offerors which have met all other solicitation criteria to be considered for award) will be required to submit an acceptable subcontracting plan.

A: It should be 541611 and is hereby corrected with this amendment.

A: As long as the SAM file reflects the information required by the ORCA checklist, then only SAM is acceptable.

A: As stated in Addendum to FAR 52.212-1 the redacted document “all mention of company names, logos, photos, employee names, etc., shall be removed and/or replaced with the offeror code.

A: Yes, Large Business is listed as eligible under Addendum to FAR 52.212-1 Volume I.

A: As stated, “for contracts similar in size, scope, and complexity to this solicitation.” Does not need to be prime if the above criteria is met.

A: Sub-Factor 2 states that “relevant experience shall also include the experience of Key Personnel and shall provide resumes. Project staff shall have the skills and experience in providing support for similar tasks with similar scope as shown in the SOW.” There is no specific experience per position identified, nor required.

A: The total of the entire proposal is 30 pages. See addendum to FAR 52.212-1 (G) Proposal packages should be made up of separate technical and price proposals. Proposals shall be in electronic format only utilizing Microsoft Office and/or Adobe software, and not exceed 30 single sided pages, each (inclusive of cover pages, table of contents, glossary, and appendices). Statistical and other technical terminology shall not be used without providing a glossary of terms and acronyms.

A: Per Addendum to FAR 52.212-1: Past performance and experience may contain information from the same past contracts, but they are defined and rated differently. Past performance is a documented history on how well the contractor performed on past contracts. Experience is a history of performing on contracts with similar scope.

A: Under Addendum to FAR 52.212-1, Sub-Factor 2: If the personnel resumes do not show adequate experience, then the offeror would not meet that requirement.

A: See Addendum to far 52.212-1 (I) (G)

A: See Additional Contract Requirements on pg 67. “Little or no relevant performance record identifiable; equates to a neutral risk rating having no favorable or unfavorable evaluation significance.” The offeror would still be eligible for award.

A: An offer that does not outline a potentially successful “ramp up” plan would be rated lower by the technical evaluation team, but still eligible for award. The offer may include past performance and experience to support, but those aren’t the only factors.

A: All offers shall show how the potential contractor plans to meet all criteria outlined in the solicitation. The offer shall show a complete understanding of the requirement.

A: The deadline was for a contractor to request, but the government responses are still ongoing and will not be made public.

A: Task 3.

A: Task 3

A: Task 5.

A: VAAR 815.101.370 Tiered set-aside evaluation. (DEVIATION).

A: Yes, thorough market research was conducted by the VA and at least two were found.

A: Correct in the years where there are quantities of 0, no pricing should be provided.

Q: Is this RFP and 100% set aside for SDVOSB. The cover letter shows it is, but it's not listed that way in SAM.

A: It is a “Tiered/Cascaded” set-aside per the instructions in the clause 52.212-2.

Q: Is a Security Clearance required for this contract? If so, what level?

A: The investigative requirement is a Background Investigation (SF85).

Q: Is the NAICS code listed on page 24 of the RFP correct? It doesn't match what is on SAM, so looking for clarification.

A: See section 7 above.

Q: Is there a specific weight of paper required?

A: The RFP response requirement is electronic, so no requirement for a specific paper on that.

For the mailings? At least 20lb – the government will request hard copy proofs before mass mailing to ensure quality of deliverable. Large volumes of up to 50 page printed surveys must be easily scanned for OCR without degradation to the paper.

Q: "Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation." How many offers will be accepted?

A: Due to the administrative burden of multiple offers (both for the gov’t and the offeror). The limit will be two offers which shall be within the solicitation parameters.

A: Weekly of varying volumes, appointment letters 2x a week

A: The base contract Performance/Ordering period is five (5) years and prices should cover all periods.

A: Yes

A: Yes

A: Tasks 5, 8a, 8b, 9, 10 and 13 should not be priced. Tasks 15a and 15b should be priced. Correction to original materials: RFP - 15b is CLIN 015A in the excel sheet. RFP - 15a is CLIN 035 in the excel sheet.

A: Treat the same as CLIN 009A – there is no difference between the two.

A: Combine with section 26. Task 3

A: Appointment letters are mailed to Veterans with VA MC data in them, such as name, location, room directions, and other data that needs to be populated on the appointment letter that is specific to the VA MC and to the Veteran. The VA will provide that MC data, along with the Veteran information and appointment date and time and the vendor will populate the correct data to the appointment letter for the correct Veteran.

A: Generally (and preferred) we use full color for both the VA and the MVP logos.

A: IPSOS is the incumbent, so the consent forms should be returned to the contractor in place at the time.

A: This is explained in detail under Task 11. This is ad hoc letter distribution – one unique letter in response to mail received. There are 48 templates with about 8 used the most frequently.

A: This is explained in detail under Task 11. This is ad hoc letter distribution – one unique letter in response to mail received. About 140 individual letters will be sent across each year.

A: We avoid having sites print and mail documents that need to be scanned by the vendor. In the past the sites did scan one of the MVP surveys at their local facility and Veterans would mail the completed survey to the vendor.

A: Surveys. The use of these has been decreased but Veterans lose survey envelops sometimes and ask for new ones.

A: That is a typo. It should say “Sub-program survey”. Task 17 is to allow for any new survey that the VA determines are necessary for the program.

A: Task 5 of the SOW mentions the baseline survey.

A: Combine with section 30. At least 20lb paper.

A: Yes.

A: Combine with sections 30 & 48. CLIN038 is a typo – it is supposed to price the personalized card (like a 5x7 color folded card on cardstock, i.e., a greeting card, with envelope), not a postcard, option under Task 14b.

A: Yes. CLIN 035 = Task 15a in the RFP.

A: Task 16 is intended to provide a range for different survey sizes. Use the 40 pages (10 – 11 x17 sheets) for CLIN 055 and 056. Use 8 pages (2 – 11 x17 sheets) for CLIN039 and 040.

A:

· Include mailing costs for bulk mailing the volumes in equal quantities to 75 locations each year.

· Handouts and Factsheets: 1 double-sided full color glossy.

· Brochures: Trifold double-sided full color glossy.

· Location/Palm Cards: Standard business card size double-sided color matte.

· Pull Up Banners: approx. 6 ft tall x 3.5 ft Full Color – one sided

· Horizontal Banner: approx. 6 ft long x 3.5 ft Full Color – one sided

· Table clothes: 2 color blue and white – to drape over a 6 foot table Logo of program

· Pins: 3 inch diameter pins full color logo and text

· Stickers: high quality/washable full color 3 inch diameter

· Overview letter for PR package: 1 page full color 20lb paper

A: This is a typo. Task 16 is not about the Baseline Survey – it is to provide a range related to survey costs. Use the 10 – 11x17 sheets.

A: As reflected in the excel spreadsheet CLIN 009 and 009A. Whitemail response letters are detailed in Task 11 as a kind of ad hoc request that occurs weekly based on inbound correspondence from Veterans that is not related to surveys. See Task 11 responses.

A: No. This is the scanning of a single page letter that can be returned to the VA to indicate if the Veteran wants to opt out or be scheduled for a visit.

A: Yes, it should be Task 15b.

A: See section 22 above.

A: Dimensions are stated under Task 17. “Baseline Survey” is a typo in that section.

A: Yes they both have unique text and lower volumes.

A: The device questionnaire is a 1 page document that is mailed to the Veteran with a device (a separate vendor). If the Veteran uses the device, they are instructed to complete the 1 page document and return it to the mailing vendor.

A: CLIN055 delivers the survey to a subset of VA facilities in bulk with a unique code on each survey booklet printed. It is a 52-page survey. When Veterans complete the survey, the VA staff at the facilities mail the completed surveys to the mailing vendor to scan.

A: Up to 3. 99% of postcards sent will be the same.

A: See sections 30 & 48. At least 20lb for letter and standard cardstock for the postcard.

A: No. But for ease of this RFP, the volumes should be spread equally.

A: CLIN 035 (Task 15a): The estimated BRM mailings is 250,000 over the five (5) year period.

CLIN 015b (Task 15b): The total should be divided over the 5 years. These mailings are distributed 1x a month – every month.

A: There are 3 checkboxes on the postcard. They can be printed however needed to survive being mailed back to the vendor and scanned accurately.

A: There is training on this for the vendor. Basically, it is any indication of the intent to do harm to self or others now or in the future. It is not related to questions asked on the survey. Vendor contacts the VA via email/phone/teams to escalate it as soon as it is discovered. The document is scanned as all other whitemail received and is shared with the VA. The VA decides what communication happens next.

Q: Do "all other notes" aka white mail need to be captured/keyed/copied onto the template?

A: There is a spreadsheet with standardized data to collect for any whitemail that requires an action.

A: Whitemail is delivered weekly to the VA along with the template that capture specific information about all whitemail that requires a response. Hotmail (life-threatening comments) are escalated immediately to the VA via encrypted email/teams/phone.

A: If the contractor reads a request from a Veteran that is not already covered in the 48 templates provided.

A: This is in case it is determined at some point in the future that VA facilities will need to print out a document locally that will need to be returned to the vendor to scan.

A: Yes, there are 2 surveys now with 12 open ended questions. The range of responses is: 1 to 304. The length of responses ranges from 1 character to 260.

2 - Task 11 Q: Can you provide samples of all the materials that require scanning and/or processing?

A: No.

A: Generally one is in circulation at a time. The maximum circulation to date has been 2 versions of a response document/survey that requires scanning.

A: No. A very small minority of Veterans send letters, complaints, medical records, equipment.

A: All materials received are processed on working days. As they are processed through vendor quality controls, they are pushed to the VA on working days.

A: Generally PDF or Word Documents but other print formats are possible.

A: Data files are submitted to the contractor via the required ATO secure data transfer system.

A: Data files and image files are pushed to the VA via the required ATO secure data transfer system.

A: The current contractor is IPSOS Public Affairs under contract # 36C24E20D0019.

A: See section 85.

A: Consent forms will be returned to the contractor in-place at the time. See section 85.

A: Questions will be provided by the client. The client is looking for expertise in layout to optimize Veteran ability to complete the survey.