Questions and Responses to RFP 36C26225R0116.pdf

Questions and Responses to RFP 36C26225R0116

1. Is the solicitation a new requirement set by the government or is this a contract currently being performed that the government is renewing. If this is a renewal, do you have the contract number associated with the old contract?

Yes, this is a new requirement.

2. How many Service Monitors are required per shift? Contractors shall manage their staf�ing schedule to ensure that there is a program manager onsite, 1 lead monitor per shift, and a minimum of 6 monitors onsite for day and evening shift and a minimum of 4 monitors onsite for the overnight shift.

3. Are the services requested for 365 days a year? Yes, please see paragraph 4.1 of the performance work statement.

4. What is the average number of days per month required for the Lead monitor? The Lead Monitors are required to be onsite to provide coverage 24hours a day, 365 days a year.

5. Can the Government provide historical usage data (prior task orders, staf�ing hours) to help estimate workload under the IDIQ? This is a new requirement.

6. Will task orders cover continuous 24/7 staf�ing annually or �luctuate based on occupancy levels and budget? Task orders will cover continuous 24/7 staf�ing.

7. What is the expected staf�ing ratio of Monitors per Veteran or per unit per shift? Contractors shall manage their staf�ing schedule to ensure that there is a program manager onsite, 1 lead monitor per shift, and a minimum of 6 monitors onsite for day and evening shift and a minimum of 4 monitors onsite for the overnight shift.

8. Will VA accept equivalent experience in lieu of the required bachelor’s degree for the Program Manager position? Please refer to sections 5.3.1 of the Performance Work Statement.

9. Are resumes for Program Manager and key staff required at proposal submission or after award? No, resumes are not required to be submitted.

10. Will the contractor be responsible for providing supplies (linens, toiletries, hygiene kits, welcome bags), or will VA furnish them? No, the VA will provide supplies.

11. What is the division of responsibility between Monitors and VA Police/security for handling trespassers or violent incidents? Monitors shall report trespassers to VA police/security. Please see paragraph 5.1.10 for emergencies.

12. Will VA provide or reimburse training/certi�ications (CPR, First Aid, Narcan, Food Handler), or must the contractor fund and manage these? No, the contractor will fund and manage training/certi�icates for their staff.

13. Are background checks conducted by VA or must the contractor fund and manage these? Background checks will not be conducted by the VA. Please see paragraph 11 of the solicitation.

14. Will contractor staff be granted VA network access and credentials (SharePoint, VA email, RedCap), or must contractors supply compatible IT systems? Yes, VA will provide access through credentialing.

15. Will VA provide training and a standard reporting system for incident noti�ications and documentation? Yes.

16. Does VA require third-party certi�ied labs for contractor-run drug testing programs, or can internal HR policies suf�ice? No, Contractors are responsible for drug testing their employees.

17. Will all meals be prepared and delivered by VA food service staff or another contractor, with monitors only responsible for distribution and support? Yes.

18. Who is responsible for purchasing, stocking, and replenishing snacks required to be available between meals and at bedtime? Contractors are not responsible for purchasing snacks. However, Monitors will be responsible for maintaining inventory and replenishing snacks.

19. Will VA provide food storage facilities (refrigerators, dry storage) and PPE for meal delivery to isolated Veterans, or must the contractor procure these? Yes.

20. For after-hours admissions, will the VA provide pre-packaged meals/snacks, or must the contractor maintain a standing food supply? Yes, pre-package meals are provided through a separate contract.

21. What are the standard meal service hours at the CTRS site, and will monitor schedules need to align with them? Breakfast 7:00am-8:30am, Lunch 12:00pm – 1:30pm, dinner 5:00pm-6:30pm. Contractors shall manage their staf�ing schedule to ensure that there is a program manager onsite, 1 lead monitor per shift, and a minimum of 6 monitors onsite for day and evening shift and a minimum of 4 monitors onsite for the overnight shift.

22. Is there a designated kitchen or food serving area on the CTRS grounds, and who maintains it? Yes, There is a dining hall that will be maintained by contractor for the set up and breakdown of mealtimes.

23. If a Veteran experiences a foodborne illness, how is liability assigned between VA food services (preparation) and contractor staff (handling/distribution)?

The contractor will report any foodborne illnesses/complaints to Program Manager/COR.

24. Will VA provide laundry supplies (detergent, soap) for Veterans, or must the contractor procure and stock these? Yes.

25. Will the Government provide of�ice or workspace (desks, phones, computers) for contractor staff at the CTRS site? VA will provide workspace for contracted staff.

26. Will contractor supervisory staff (e.g., Program Manager) be co-located with VA personnel, or will their workspace be separate from VA staff of�ices?

Contractor supervisory staff will be located in designated area.

27. Can the Government clarify what types of 'special projects' are anticipated under Section 5.3.16? i.e. in the event of a natural disaster, Veterans may need to be relocated to another location. Monitors will assist with activities surrounding the relocation process.

28. Will 'special projects' be limited to monitoring services, or could they include unrelated duties (administrative, clinical, or facility support)? Yes, special projects may include administrative or facility support.

29. Will additional funding or task orders be issued if 'special projects' require resources beyond the awarded contract scope? Special projects will not require resources beyond the scope.

30. Who has the authority to request 'special projects' — the COR, VA Program Manager, or any VA staff? COR or Program Manager.

31. Several responsibilities outlined in the PWS (e.g., developing SOPs, assigning special projects, training staff, overseeing inventory and audits, reporting to VA leadership) appear similar to duties typically performed by VA employees.

Can the Government clarify whether these were intentionally included for contractor performance, whether any were adapted from VA staff position descriptions, and if revisions will be made to ensure contractor responsibilities remain within the appropriate scope of support services rather than inherently governmental functions? Responsibilities outlined in the PWS were intentionally included for contractor performance and were not adapted from VA staff position description as the position is unique to the contract and PWS.

32. The solicitation requires specialized experience in providing monitoring services to homeless individuals. Can the Government con�irm whether the experience of the contractor’s proposed team members (e.g., Program Manager, Lead Monitors, Monitors) in working with homeless populations will be considered favorably in the past performance and technical evaluation, in addition to the �irm’s organizational past performance? Per Soliciation Section E.2 6) iii) Special Standards of Responsibility. Special Standards of Responsibility – This special standard of responsibility shall be used to determine that the offeror possesses specialized experience providing monitoring services to homeless people.

The offeror shall provide evidence that they possess specialized experience providing monitoring services to homeless people. Speci�ically, the offeror shall provide a narrative summary demonstrating their specialized experience in providing monitoring services to homeless people, which may include past projects or contracts along with Point of Contact information who can verify this information.

This narrative summary may be no more than three (3) pages.

The Government is looking for the Offeror’s experience in providing the services as described in the Performance Work Statement.

33. I was reading through the above solicitation , the SAM page has it at a Total Small Business Set aside , however inside the RFP it is listed as a service-disabled veteran owned small business. Can you clarify? This requirement is a Total Small Business Set-Aside. An amendment was done to remove VAAR clause, “VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)”

34. Could you please con�irm whether site visits or facility tours are permitted as part of this solicitation. Tours are not permitted at this time.

a. If so, what the proper process would be to request and schedule one.

Please see above response.

b. If tours are not allowed, whether additional facility details will be provided during the Q&A or amendment process. No.