Amendment 1 - Government Responses to Offeror Questions - 36C25925R0123 - -.pdf

This amendment to the solicitation is issued to provide the Government’s responses to questions submitted by offerors in reference to solicitation 36C25925R0123.

1. Question: Can the back-ups be from a team subcontractor to us as the prime?

Government Response:

As outlined in Sections B.2 and B.3 of the solicitation, the contractor must propose at least one (1) primary and one (1) back-up per specialty. All proposed personnel, whether from the prime or a subcontractor, must meet the qualifications in Section 2.1 of the Performance Work Statement (PWS), including licensure, board certification, credentialing, and privileging.

The solicitation does not prohibit back-up personnel from being provided by a subcontractor.

However, the prime contractor remains fully responsible for the performance of all personnel under the contract, including those from subcontractors.

Additionally, per Section D.6.1.1 and FAR 52.219-9 (referenced in Section C.19), large businesses proposing subcontractors must submit a subcontracting plan with their proposal.

2. Question: How many days between receipt of invoice from the contractor does it take for the VA to typically pay via electronic funds transfer?

Government Response:

VA standard is to approve invoices within 10 days of receipt. Thereafter, it takes about 3 weeks for the check to clear and sent to the vendor.

3. Question: What is the effective starting date for being in OKC and on-site at the VAMC to tell our primary and backup candidates?

Government Response:

The effective date listed in the solicitation (November 1, 2025) is estimated and will be adjusted accordingly at the time of award.

4. Question: What is the specific service start date for the awarded contractor?

The RFP lists the estimated Period of Performance as November 1, 2025, to October 31, 2026; however, this will be adjusted at the time of award to reflect the actual dates.

5. Question: What is the total length (e.g., 1 year, 3 years) of the base contract period?

The total length of this contract period is 12 months (1 year).

6. Question: What is the expected timeline for the evaluation of proposals and the subsequent award announcement?

Government Response:

The anticipated timeline for evaluation and award is currently undetermined and will depend on the volume and complexity of proposals received. The Government will make every effort

36C25925R0123 P0001 to conduct evaluations and issue an award as quickly as possible, while ensuring a thorough and fair evaluation process.

7. Question: Is it acceptable to put all required administrative documents (SF1449, amendments, price documents, Section D items) into the Price Volume?

Administrative documents should be included in Volume 1: Technical Capability.

8. Question: Should we redact all volumes of the proposal or just the Technical Capabilities volume?

Only the Technical Capabilities Volume (Volume 1) requires a redacted version.

9. Question: Could the government clarify the specific evaluation factors, RFP format, what key items are requested to satisfy each evaluation factor, and how the evaluation factors will be weighted for final RFP scoring?"

Government Response:

Proposals will be evaluated using a comparative analysis based on the following evaluation factors: Technical Capability, Past Performance, and Price. As such, proposals may be compared to one another. The Addendum to the Instructions to Offers in the solicitation outlines the required format for proposal submissions, including the specific information and documentation needed to address each evaluation factor.

10. Question: Would you please clarify the term "Board Eligible"? Does it include Residents or Foreign trained ENTs?

Government Response:

Board eligible does not include residents, as a provider must have completed an accredited residency to be considered board eligible. Foreign trained ENTs are acceptable. However, they must have an ECFMG, approved citizenship or work visa status with the OKC VAHCS and completed the American Board of Otolaryngology – Head and Neck Specially Qualified Pathway policy to be board eligible, as required by the contract.

11. Question: Would the VA consider funding SLIN 0002 at 1,992 hours (1 FTE) as well so that a broader set of candidates can be assessed to find the best fit for the position?

Government Response:

The solicitation contain the Government’s stated need. The current requirement for the contract is requesting only for a 0.3 FTE for the otology position.

12. Question: What is the typical credentialing timeline for VA?

a. Question: Will the VA allow our personnel to begin work if credentialing is still in process?

There is a process in place for temporary privileges at this station. Credentialing and onboarding is dependent on many factors. Credentialing averages about 60 days, but if the provider has no malpractice, previous employment terminations, or adverse license/certification actions on file, we can certainly expedite the process with temporary credentialing privileges, which shortens the timeline to a couple of weeks – or sometimes faster. Providers on temporary privileges will be allowed to work while the full credentialing process continues.

13. Question: What is the estimated timeframe for the credentialing and onboarding process before services begin?

Government Response:

Credentialing: 60 days Onboarding: 30 days for background check These processes occur concurrently.

14. Question: Within how many days are backup candidates expected to be in OKC and on site at the VAMC after a primary person decides to leave the contract/position for any reason?

See Sections 2.9.4 Personnel Substitutions in the PWS.

15. Question: Could the government clarify the specific requirements required for each

“specialized” physician FTE, including board certifications, licenses, and years of experience as applicable?

Government Response:

The specific requirements for each specialized physician FTE are outlined in the PWS under Qualifications. Offerors should refer to the PWS for detailed qualifications, including licensure, board certification/eligibility, and fellowship training.

16. Question: Could the part time (0.3 FTE) Otolaryngologist provide coverage for the Rhinology or Head and Neck specialized Otolaryngologist?

Government Response:

It is expected for all three positions requested to be filled by providers. If the 0.3 FTE provider is fellowship trained in both specialties, they can certainly cover one of the 1.0 FTE spots when they’re not scheduled for Otology. However, we still need 2.3 FTE during the period of performance.

17. Question: Is there an incumbent contract currently providing these services? If so, could the government provide the contract number of the incumbent contract for reference?

a. Question: If there is incumbent personnel already on site, will any of these personnel need to be retained and transitioned to the new contract? Understanding transition requirements helps us plan staffing levels and ensure continuity of care.

There is no incumbent. This is a new requirement.

18. Question: Is this a recompete or a brand-new project? If yes, could you provide the award number or similar past contract?

19. Question: Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

20. Question: Are the medical professionals currently working on this contract?

21. Question: Will the work be required every day or limited to five days per week?

The Performance Work Statement outlines that services are to be provided Monday through Friday during standard VA business hours (0800–1630) or OR hours (0700–1530), depending on the specialty. Services are not required on weekends or federal holidays.

22. Question: Will the VA cover the insurance required for the medical professionals, or is that the contractor’s responsibility?

Government Response:

In accordance with VAAR 852.237-70, the Contractor is responsible for providing and maintaining professional liability insurance for all healthcare providers performing under this contract. The VA does not furnish or reimburse for this insurance. Minimum coverage must be $1,000,000 per occurrence and $3,000,000 aggregate, unless otherwise governed by applicable State law for self-insured entities.

23. Question: Could you please provide the average number of patients per day on the clinical side, and the average number of OR cases per day?

Government Response:

Clinic: Upwards of 14 patients per day (30 min slots) OR cases: 2 per OR day, depending on need generated through clinic.