Questions and Answers 2.pdf

Questions and Answers Solicitation 36C26127Q0037

Reasonable Accommodation Program for San Francisco VA Health Care System

1. Question: Are ergonomic evaluations required to be performed in person, or may appropriate evaluations, follow-ups, report preparation, and/or consultations be performed virtually?

Answer: In person ergonomic evaluations are preferred but can be done virtually.

Follow ups can be done virtually. Once an ergo eval is completed, the employee should receive the report in a timely manner (within 3 business days) so they can update leaf request for equipment.

2. Question: SOW paragraph 1.a states frequency is driven by employee requests.

Is there a known seasonal peak, surge, or start-of-contract backlog the contractor should size capacity for?

Answer: There is no known seasonal peak or surge; ergonomic evaluations occur strictly in response to individual employee requests, and volumes fluctuate accordingly. Contractors should size capacity based on the overall estimated workload rather than expecting predictable seasonal spikes.

3. Question: Referencing the service locations in SOW paragraph 1.b, what is the approximate split of evaluations between the main SF Medical Center (4150 Clement St.) and the outlying clinics (downtown SF, Oakland, San Bruno, Clearlake, Ukiah, Santa Rosa, Eureka)?

Answer: Current workload distribution varies and is not tracked in a way that allows the Government to provide a reliable percentage split between the main SF Medical Center and outlying clinics. Contractors should plan for most onsite evaluations to occur at the main facility unless future demand patterns shift.

4. Question: Separate from the 10-business-day report delivery standard in SOW paragraph 1.h, is there an expected maximum turnaround time from request receipt to the on-site evaluation?

Answer: The SOW does not establish a required turnaround time. However, completing evaluations within approximately 3–5 business days of request receipt is considered a reasonable standard for planning and proposal purposes.

5. Question: SOW paragraph 1.c states a preference for CPE or CIE certification.

Will the Government confirm this is a preference only, and that experienced non-board-certified professionals (for example licensed OT/PT or CEAS) remain fully eligible and evaluated under Factor 1 (Section E.1)?

Answer: Yes, CPE/CIE certification is a preference only. Offerors may propose other qualified personnel, and all proposed staff will be evaluated in accordance with Section E.

6. Question: Does the Government expect a minimum number of personnel or a designated on-site presence, or is staffing left entirely to the offeror's proposed approach under SOW Section 1?

Answer: The Government does not require a minimum number of personnel or a designated on‑site presence; offerors should propose the staffing approach they believe is most effective to meet the requirements of SOW Section 1.

7. Question: Given the multi-site scope in SOW paragraph 1.b, should the contractor assume a single evaluator can cover all locations, or does concurrent demand require more than one ergonomist available at the same time?

Answer: Staffing is left to the offeror’s proposed approach. However, given the multi‑site scope and the potential for concurrent demand, having more than one ergonomist available may be operationally advantageous and may better support timely evaluations across all locations.

8 Question: Regarding the VHA-provided records management training in the Records Management Obligations clause (Section C.11), will this be furnished by the Government at no cost, and is completion time billable ramp-up under the fixed monthly price?

Answer: Yes. Required VHA records‑management training will be furnished by the Government at no cost to the contractor. Completion of this mandatory training is considered part of normal contract onboarding and is not separately billable, but should be accounted for within the offeror’s proposed fixed monthly price.

9. Question: Will the Government provide the "recommended format" for evaluation reports referenced in SOW paragraph 1.h, or should the contractor propose a template?

Answer: The Government maintains a report template that will be shared with the awarded contractor during post‑award onboarding. While this template reflects VA’s preferred format, the Government will consider other industry‑standard ergonomic report formats proposed by offerors, provided they meet all requirements outlined in the SOW.

10. Question: Referencing SOW paragraph 1.f, can the Government confirm the contractor's role is assessment and recommendation only, and that the contractor does not procure or fund the recommended equipment but instead recommends options with price-point examples?

Answer: Yes, the contractor’s role is limited to conducting ergonomic assessments and providing recommendations, including equipment options with price‑point examples. The contractor does not procure or fund the equipment;

through the assessment process, some items may exceed $500 when the employee’s assessed needs warrant it.

11. Question: For the follow-up training on provided equipment in SOW paragraph 1.i, is this expected on-site, virtual, or either, and is it included in the monthly fixed price?

Answer: Follow up can be done virtually.

12. Question: For the on-site ergonomic training and education classes in SOW paragraph 1.j, what is the anticipated frequency, class size, and duration so it can be priced within the firm-fixed-price structure?

Answer: On‑site ergonomic training and education classes are provided only as needed and are not expected to occur on a fixed schedule. The most predictable recurring opportunity is the monthly new‑employee orientation, where the ergonomist may deliver a brief 10-15 minute presentation. Additional training may also be required when ergonomic equipment is issued to ensure employees can use it safely and effectively.

13. Question: For the facility and workstation design reviews for Project Engineers and Interior Designers in SOW paragraph 1.g, how many such reviews are anticipated annually, and are they in addition to individual employee evaluations?

Answer: The number of facility and workstation design reviews varies annually and is driven by employee needs, including both injury‑prevention requests and reasonable accommodation cases. These reviews are separate from and in addition to individual ergonomic evaluations. Supervisors submit LEAF requests when ergonomic assessments are needed, and Facilities may be able to generate workload reports through the LEAF portal if further volume detail is required.

14. Question: What are the specific content, metrics, and cadence expectations for the month-to-month data and annual reports required in SOW paragraph 1.d?

Answer: These reporting requirements are facility‑driven, and the exact format and data elements will be provided by the VA after award. At this time, the Government cannot provide additional detail beyond what is stated in the SOW.

15. Question: SOW paragraph 2.a requires thorough knowledge of the VHA Ergonomics Guidebook (HEFP, dated Nov 2025). Will the Government provide a copy or public link to offerors, since it defines the required SOPs and checklists?

Answer: The VHA Ergonomics Guidebook will be provided to the awarded contractor as part of post‑award orientation and performance setup. The Guidebook is an internal VHA resource and is not released publicly during the solicitation period, but all required SOPs, checklists, and reporting expectations contained in it will be furnished to the awardee before performance begins.

16. Question: Beyond the Guidebook, are there specific assessment tools or scoring methods the VA requires (for example RULA, REBA, NIOSH lifting equation, or safe patient handling algorithms), or is methodology at the contractor's professional discretion consistent with SOW paragraph 1.e?

Answer: The Government does not provide additional proprietary tools during the solicitation period. Awardees will receive any required SOPs, checklists, or preferred assessment references as part of post‑award orientation. Until then, offerors should propose established, industry‑standard ergonomic methodologies

17. Question: Under the Contractor Personnel Security Requirements (SOW Section 7), will PIV badging and NACI screening be completed before the November 1, 2026 start, or should the contractor plan a phased ramp-up while adjudication is pending?

Answer: The Government cannot confirm specific processing timelines in advance. PIV badging and NACI completion depend on VA personnel security workflows, and final adjudication timelines may vary.

18. Question: Given the all-inclusive monthly CLIN structure in Section B.2 and the multi-site locations in SOW paragraph 1.b, is travel and mileage to the outlying clinics reimbursed separately, or must it be built into the fixed monthly price?

Answer: Travel and mileage to outlying clinics are not reimbursed separately.

Under the firm‑fixed‑price monthly CLIN structure in Section B.2, all travel‑related costs must be built into the offeror’s fixed monthly price, which is intended to cover the full scope of required services.

19. Question: Considering the "No Access to Sensitive Information" clause (Section B, Statement of Work), will the Government provide on-site workspace and specify how the contractor receives and returns evaluation data without accessing, storing, or transmitting PII or PHI?

Answer: The “No Access to Sensitive Information” clause restricts the contractor from accessing VA systems or VA‑held medical or personnel records, but it does not prevent the contractor from conducting ergonomic evaluations directly with employees. The Government will provide a compliant process for receiving and returning evaluation materials, limited to job‑related information gathered through interviews and workstation observation, and will coordinate workspace and logistics post‑award to ensure no PII/PHI is accessed or transmitted.

20. Question: Also under the "No Access to Sensitive Information" clause, how will the Government transmit employee referral and request information to the contractor if the contractor is prohibited from handling PII or PHI? Will a VA-controlled system or intermediary be used?

Answer: The contractor will not receive VA medical or HR records; however, the VA will transmit only the minimal, non‑sensitive information needed to schedule and conduct evaluations, such as employee contact information and work location. Functional information required for the ergonomic assessment will be obtained directly from the employee during the interview process.

21. Please confirm whether the contractor only recommends employee ergonomic equipment and provides follow-up training, or must also purchase, deliver, or install that equipment within the monthly price.

Answer: The expectation is that the contractor will recommend employee ergonomic equipment and follow up training. Once the employee receives the report, they can request for equipment through LEAF portal.