Questions and Answers.pdf

Questions and Answers Solicitation 36C26127Q0037

Reasonable Accommodation Program for San Francisco VA Health Care System

1. Question: The Price/Cost Schedule (Section B.2) prices each period as 12.00 MO with no unit quantities. Can the Government provide historical data on the number of ergonomic and reasonable-accommodation evaluations performed per year over the last one to three years?

Answer: Historical data for prior years is not formally tracked. The best available indicator of expected annual volume is expected to be approximately 10 ergonomic evaluations per month, which equates to approximately 120 ergonomic evaluations per year.

2. Question: What is the estimated monthly and annual caseload, and how is it distributed across the three categories named in SOW Section 1 (Scope):

proactive injury prevention, active workers' compensation claims, and ADA reasonable accommodations?

Answer: The exact distribution across categories fluctuates based on employee requests and cannot be predicted with precision; however, the overall combined workload is reliably estimated at 10 evaluations per month.

3. Can multiple evaluations be scheduled together on designated on-site service days, or is the contractor expected to travel to a VA location whenever an individual request is received?

Answer: The contractor is expected to respond to evaluation requests based on their timing and urgency. The SOW does not mandate a specific scheduling method, so grouping evaluations on designated service days is permissible if it meets VA needs and is coordinated with SFVAHCS Employee Occupational Health. Contractors should propose their scheduling approach in their offer.

4. Question: Is there a required response time between the VA submitting an ergonomic evaluation request and the contractor performing the evaluation? The SOW gives us a clear deadline for the report (no later than 10 business days after the evaluation) but I don't see a similarly clear deadline for getting onsite to perform the evaluation.

Answer: The SOW does not specify a required response time for performing the evaluation after a request is received. Contractors should propose their standard response times in their offers, and the VA may clarify expectations during contract negotiations or after award.

9. Question: Four wage determinations are attached in Section D (Sonoma 2015- 5651, Shasta 2015-5627, Humboldt 2015-5673, San Francisco 2015-5637).

Which SCA labor category or categories does the Government consider applicable to ergonomic evaluators, considering potential professional/exempt status?

Answer: The VA does not identify a mandatory SCLS labor category for “ergonomic evaluators.” Contractors must consult the attached wage determinations and select the most appropriate classification based on their proposed staffing model, the tasks performed, and DOL guidance.

The Government does not certify or endorse a particular category; compliance is evaluated at the time of proposal review and again after award.

10. Which Service Contract Labor Standards classification does the VA anticipate applying to the individual performing these ergonomic evaluations, or does the VA anticipate the position qualifying as an exempt professional employee?

Answer: Because SCLS coverage is determined by the nature of the work actually performed, offerors are responsible for reviewing the duties described in the Statement of Work and selecting the labor category—or exempt professional classification—they believe most accurately reflects their proposed labor. The Government does not direct or pre‑assign the classification.

11. Question: Given the monthly firm-fixed-price structure in Section B.2 and Section E.3 (Type of Contract), does the Government expect a single fixed monthly rate regardless of caseload, or a minimum guaranteed level of effort?

Answer: The solicitation establishes a firm-fixed-price monthly rate for services.

This rate covers all required services regardless of caseload, with no minimum guaranteed level of effort. If the Government anticipates a maximum workload or intends to authorize additional services beyond the base scope, this would be stated in the solicitation or clarified during negotiations.

12. Will the proposed subcontractor’s personnel qualifications, company experience, and references be considered under the Technical Capability and Experience factors? How should a prime without directly comparable ergonomics past performance address the reference requirement?

Answer: Yes, subcontractor qualifications and experience may be considered as part of the offeror’s technical approach. If the prime does not have directly comparable ergonomics past performance, they may submit relevant past performance from related fields and demonstrate how the subcontractor’s expertise will be leveraged and managed. The Government evaluates the overall capability and management approach of the offeror.

13. The SOW requires employee interviews and individualized reports, while the “No Access to Sensitive Information” provision prohibits handling PII and PHI. Please clarify the authorized information-access, reporting, transmission, and storage procedures for prime and subcontractor personnel.

Answer: Contractors and subcontractors must not access, collect, store, or transmit PII or PHI. All reporting and data transmission must comply with this restriction. The VA will provide guidance on how evaluation requests and reports are to be handled to ensure compliance with privacy requirements.

14. Please provide the required evaluation-report template, monthly/annual reporting requirements, and access instructions for the November 2025 VHA Ergonomics Guidebook. How should the 30-day advance availability schedule be handled if award occurs fewer than 30 days before November 1?

Answer: The SOW requires reports in a recommended format and monthly/annual data submissions, but does not provide a template or access instructions for the Guidebook. Contractors should request the Guidebook and reporting templates from the VA. If award occurs fewer than 30 days before November 1, the contractor should provide their availability schedule as soon as possible after award.