Questions and Responses.docx

1. Can you tell me if once the provider is assigned to a certain site or facility, if they will be moved or will they stay at that site or facility?

Response: All efforts will be made to keep the provider assigned to a certain site or facility within VA Palo Alto Health Care System. Any reassignments will only be due to critical staffing needs in an effort to mitigate bed closures.

2. Based on market research for the line items and hours requested, the maximum aggregate of $6,900,000 is below market compared to surrounding commercial hospital orders, will the contract office consider increasing this number?

Response: This will not be discussed at this time.

3. How did the Contract Office determine a maximum aggregate of $6,900,000 is a sustainable ceiling for recruitment and retention of staff?

Response: That information will not be released.

4. Are the Registered Nurses typically scheduled for 12-hour shifts or are they typically scheduled for 8-hour shifts?

Response: These are typically 8 hour shifts. We will consider 12 hour shifts.

5. Reference RFP p. 68, para. a.2: Will the Government accept completed CPARS records in lieu of the Past Performance Questionnaires for cited past performance projects?

Response: Yes

6. Reference RFP p. 68, para. a.2: To reduce administrative burden on other Government POCs, will the VA accept PPQs which have been completed and signed by authorized Government reviewers in support of other solicitations if the POC's contact information is included and the PPQ was completed within the past 6 months?

Response: No

7. Reference RFP p. 63, para. 1.c: States, "Past Performance Questionnaire (if applicable)." Does this mean Past Performance citations and/or PPQs are not required as part of offerors' proposals?

Response: If you are using the PPQ to reflect your past performance since you do not have any CPARS records. This is what this is referring to.

8. Reference RFP p. 63, para. 1.c: Please confirm if the evaluation process for this solicitation will be Tradeoff or LPTA.

Response: Per page 68 under VAAR 852.273-73 “The quotes will undergo a comparative evaluation to determine which vendor provides the best value to the government in terms of candidate availability, while also providing a competitive price.”

9. Do I need to wait until then to have my questions answered?

Response: Responses will be posted after the due date within a reasonable time.

10. Could the government offer housing advancement funds for a small business owner if the award is won?

Response: No

11. RE: pg. 22 of 86, part two of 2.7.3 which states: “For other requested time off, the contract personnel shall discuss with and obtain approval from the Palo Alto RNs and NAs.” Question: Will you please confirm what the government’s intention is?

Response: The intention is just to have awareness of the time off so that coverage for the absence can be scheduled.

12. RE: pg. 23 of 86, 3.1 VA Business Hours Question: Are there night shifts for the extended care nursing services that have been left off the list?

Response: We need all shifts. 0730-1600/1530-0000/2330-0800 (for 8 hour shifts)/If 12 hour shifts the shifts would be 0730-2000/1930-0800

13. RE: pg. 23 of 86 Question: Who (which facility labor category) is assigned to sign timesheets for contractor personnel at each location and are there alternates available?

Response: The COR will coordinate with the Program Manager (RN) to review timesheets and confirm to the contractor that the information is correct. There will be alternates as necessary.

14. RE: pg. 42 of 86 C.5, 52.216-22 Question: Is this contract only for coverage positions?

Response: No.

15. If so, in what way will the government request orders for coverage?

Response: N/A

16. Is there a mix of expected and unexpected coverage positions?

Response: N/A

17. Do you have historical information available?

Response: No this is a new requirement.

18. Are the current number of hours estimates based on long-term vacancies or anticipated surge requirements?

Response: No this is a new requirement.

19. Are contractors currently providing these services? Would you please identify them and their associated contract numbers?

Response: No this is a new requirement.

20. RE: 2.7.1 Full Time Equivalency hours RE: 3.1.1 Contract Personnel shall be available and present during normal VAPAHCS hours…as established…revised…deemed appropriate by the Nurse Executive or designee… Question: Are the hours listed only for coverage and only for planned and unplanned absences?

Response: No, they are not just for coverage

21. Historically, are the hours listed sufficient for RNs and CNAs seeking full time positions?

Response: New requirement

22. How far in advance are the schedules provided and how are they communicated to the contractor?

Response: Schedules are completed 6-8 weeks in advance. These are communicated to each individual.

23. RE: 3.1 VA Business Hours Question: Would the VA consider posting 12 hour shifts instead of 8-hour shifts?

Response: Yes. We prefer 8 hour shifts but 12 can be reviewed.

24. RE: Tasks for each location Question: Would you please consider listing the job duties for each location/labor category?

Response: The nursing assistants (at both locations) assist with activities of daily living (including bathing, showering, grooming, feeding, ambulating, etc. They obtain and record vital signs, and empty foley bags as needed. Performs diagnostic tests withing their scope of training, including fingerstick blood glucose and bedside EKG.

The registered nurses (at both locations) Performs nursing assessments, documents change in conditions, initiates resident care plans on admissions and updates care plans with each change in condition. They collect, analyze, and interpret data in a systematic manner to meet the continuing care needs and manage end stage of illness.

25. Are there Rehab duties associated with either position at either location?

Response: No.

26. Is this a new requirement or a follow-on requirement?

Response: New requirement

27. Who is the incumbent?

Response: N/A

28. What is the value of the current contract?

Response: N/A

29. How many PPQs are required in total?

Response: No minimum

30. How many PPQs are required from the Prime?

Response: No minimum

31. Do the Reps & Certs need to be completed by subcontractors as well?

Response: Prime only

32. Can you please confirm the work hours?

Response: This is a 24 hour facility. Shifts will be required from 0000-2359 daily.

33. Is a supervisor/lead required?

Response: No.

34. Will the government accept part-time candidates/staff?

Response: Yes.

35. Is this an LPTA competition?

Response: No, the quotes will undergo a comparative evaluation to determine which vendor provides the best value to the government in terms of candidate availability, while also providing a competitive price.

36. How will the Government rate a vendor with no past performance of similar size and scope?

Response: Offeror will not be evaluated favorably or unfavorably on past performance.

37. Will the government confirm the labor categories (RN I vs RN IV)?

Response: This is not applicable to contract RNs.

38. Pg. 58 of 86, Under Instructions to Offerors under Section (a) (2), states, …”Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference”, Does our company need to be a HUB ZONE to bid?

Response: No, this is a SDVOSB set aside.

39. Pg. 59 of 86, Under Instructions to Offerors under Section (b) (8) states, “A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);”

If the contractor already has all Reps and Certs electronically in Sam, may we affirm in our response to that effect rather than provide a printed copy?

Response: Yes

40. Does the government want us to submit our proposal packet in one (1) volume, with all elements or should we submit in separate Volumes i.e.., Administrative/Past Performance and Pricing?

Response: See pages 62, 63 and 68 of the RFQ

41. We noticed there are no requirements for specific page number limitations, or any font or spacing limits, does the government have any requirements or limitations for page count, font size etc.,?

Response: See pages 62, 63 and 68 of the RFQ

42. Pg. 62 of 86 Under Instructions to Offerors, (j) Unique entity identifier - followed by the unique entity identifier that identifies the Offeror’s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity If our company only references a “unique identifier” and does not have the EFT suffix in SAM will this make our company unable to bid on this RFQ?

Response: Per the provision “If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.”

43. Pg. 59 of 86 Section (a) (8.) the solicitation states, “completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically) If our company has all reps and certs completed in Beta Sam, do you need a physical copy of all reps and certs from the solicitation OR can a statement affirming to that fact be considered sufficient to fulfill this requirement?

Response: Provide a copy from SAM.gov

44. For the RN requirements in the PWS it states, “RN’S unrestricted license. in a State/Territory, or Commonwealth of the US or in DC and AS A “GRADUATE PROFESSIONAL NURSE and must have completed an accredited training course in nursing through the State of California.

For clarification, there really are no educational requirements. For the RN however, can we assume that you are looking for a minimum of a master’s degree as this is a graduate professional?

OR will a completion of an accredited RN training course through the State of California suffice?

For clarification on the CNA there are no educational requirements listed here either, will you accept a High School or GED certificate if the candidate has the required certifications?

Response: For RNs, a master’s degree is not required but an accredited RN training course is. For the CAN positions, a high school or GED certificate is acceptable as long as the candidate has certification as a nursing assistant.

45. To satisfy the requirements for the Past Performance section of this proposal submittal:

Does the government require us to submit a reference sheet of those PPQs that were sent to our agencies for submittal to the Dept. of Veteran’s Affairs for this solicitation?

Response: A reference sheet is not required.

46. For delivery of this proposal you provided a hand carry and a mailing address.

For clarification, Will an email delivery of this proposal response suffice or is the government expecting us to also hand carry or mail in a copy?

Response: See page 1 block 20 of the RFQ. Email only.

47. What are the RN to patient and Nursing Assistant to patient ratios at each location?

Response: RN to patient ratio: 17:1 – Function as Med Nurse/treatment nurse; NA to patient ration 8:1

48. Is job sharing an acceptable alternative to full time status?

Response: No.

49. Is part time status acceptable as long as shift requirements are fulfilled and patient needs are met?

Response: Yes.

50. If there is a current staff, what level RN’s (1,2,3 or 4) are being provided per the wage determination?

Response: RN’s are exempt from SCA.

51. If this work is not being performed by a contractor then how is it currently being performed?

Response: We are being forced to close beds as well as increase patient to staff ratio.

52. p.17 - The PWS states the Place of Performance is "VA Palo Alto Health Care System (VAPAHCS)" and the "Community Living Center (CLC)" - will the government please identify the number of FTEs of each LCAT will be located at each facility?

Response:

MPD 331 - 3 RN- (1) dayshift and (2) Nights; 5 NA- (3) Night (2) dayshift MPD 360 - 2 RN Nights; 10 NA- (3) Night (4) afternoon (3) dayshift Livermore - 5 NA – 1 AM, 2 PM, 2 nights

53. p.15-16, p. 22 - The PWS and pricing table shows a total of 2080 hours for each FTE - Will the government consider changing the number of billable hours to 1992 hours to account for the11 federal holidays identified in the SOW.

Response: No

54. p. 22 - the PWS states " The Contractor shall be responsible for providing coverage to the VA during extended periods of vacancies of the Contractor’s personnel due to sick leave and personal leave. For other requested time off, the contract personnel shall discuss with and obtain approval from the Palo Alto RNs and NAs." - will the government please clarify how many days are considered an "extended period"?

Response: An extended period is any time period over 30 days.

55. p. 23 - The PWS provides the multiple shifts that are to be covered. Will the government provide the number of personnel required for each shift? Also, will the contractor be responsible for scheduling practitioners for each shift weekly, or will the VA provide shift schedules?

Response: The VA will provide shift schedules.

56. In the instructions to offerors, there are no details on how the proposal should be submitted. Will the government please provide details on the volumes to be submitted (i.e. technical, management, pricing), sections to be submitted (i.e. management approach, staffing approach, etc), and the number of pages for each?

Response: See page 1 block 20, pages 62, 63, 67 and 68 of the RFQ.

57. Will the government please provide clarification on what should be submitted with each candidate's resume? Are certificates (RN, CNA, BLS, etc) required to be submitted with the resume? if so, will the government please identify which certifications should be submitted?

Response: See pages 62, 63, 67 and 68 of the RFQ.