Questions and Answers.docx

Questions and Answers

1. VCCM On‑Site Support Requirement. The Statement of Work specifies “1 year of on-site support for 40 hours per week for the first 12 months.” Can this requirement be partially fulfilled through remote support, provided all service levels and response times remain compliant? Or does the VA require a full-time physical presence onsite for all 12 months?

a. The VA will require a full-time onsite technician to provide 40 hours of support per week for a duration of one year (the first 12 months).

2. Postal Permit Requirement ($0.388 per letter). The SOW includes a Postal Permit for 38.8 cents per letter. Does the contractor need to provide, maintain, and administer the postal permit directly? Or does the VA already hold a permit that the contractor will manage or process mail under?

a. The contractor will assist the VA to acquire a postal permit for all patient letters

3. Are estimated or historical monthly mail volumes available?

a. Yes *see below*

4. Inserter Line Item (DS‑700 iQ – Brand Name or Equal) The CLINs show 12 months (monthly pricing) instead of a single hardware purchase. Should the Inserter be proposed as a rental/lease, or is the VA expecting a one‑time purchase priced across 12 monthly units?

a. Rental/Lease

5. If proposing an Equal product, will the VA accept a machine that exceeds but does not exactly match the DS‑700 iQ’s station configuration?

a. No. The station’s configuration must meet the requirements stated in the Performance Work Statement (PWS).

6. VCCM Workflow Software Validation. The SOW requires: VA TRM compliance, Section 508 VPAT, CASS, NCOA, and PAVE certifications, PDF/PCL5/PS/XML/TNO support, and OMR/BCR/2D barcode generation. To ensure full compliance: Should vendors submit all technical certifications with the quote, or can certain documents be provided after award?

a. All technical certifications must be submitted with the quote.

7. For TRM‑listed software, is a link/screenshot of the VA TRM entry acceptable?

a. Yes

8. Delivery and Installation Timeline (30 Days ARO). Does the 30‑day window apply to both the software deployment and Inserter hardware installation?

a. 30 days hardware; 90 days software

9. Is any VA-provided infrastructure or site‑prep required prior to installation?

a. No

10. Partial Response Consideration. Would the VA consider a response where the prime contractor provides the critical communication software components and partners for the inserter hardware requirements? We do not directly manufacture inserters; however, we have established partnerships that would enable us to respond affirmatively to all requirements within the RFQ under a coordinated solution model.

a. The Government will not dictate how the vendor meets the requirement.

11. TNO – Texas Instruments Operating / XML Reference. The RFQ references a TNO file and XML. Could you please clarify: What specifically is meant by a “TNO file” and whether the XML referenced is a structured data file input (as opposed to a print-ready file format)?

a. Software will be converting TNO and XML files from VistA to PDFs for printing

12. CASS and NCOA Maintenance. The document references CASS and NCOA being kept current. Is the expectation that the offeror directly provide and maintain these certifications/services? Or is integration with certified third-party mailing/data hygiene solutions acceptable?

a. Vendor will manage and monitor the CASS and NCOA, but these packages are automatically updated on a monthly basis.

13. “Allows Changes in Real Time”. Could you please clarify what is meant by real-time changes? Are you referring to last-minute content edits prior to print release? Data-level substitutions before composition? Dashboard-level business rule updates?

a. Real-time changes refer to the modification and addition of templates, as well as the alteration of workflows. The metadata from VistA or any other PHI information will remain unchanged.