36C26226Q0343_Vendor QA_Final.pdf

COMBINED VENDOR QUESTIONS & ANSWERS-36C26226Q0343

***It was discovered that there was a disconnect between the SOW positions and those listed as CLINs in the Price Schedule*** This has been corrected and the SOW positions should now match that of the Price Schedule and Position Descriptions. Clarification of Pacific Time, Proposals shall be due on April 27, 2026, Pacific Daylight Time and SOW Hours of Work will be Pacific Time (PT)

1. Could you please confirm whether we are permitted to select specific labor categories or job titles from the provided list when submitting our bid?

Answer: Offerors must be able to provide all positions listed in the Solicitation. No partial or selected positions will be accepted.

2. Will proposals be considered technically acceptable if the vendor proposes only select labor categories aligned with their capabilities?

Answer: No.

3. Is the Government intending to award to a single vendor covering all roles, or multiple vendors by labor category?

Answer: The Government intents to award this requirement to a single qualified Vendor.

4. Is teaming (prime–subcontractor arrangement) permitted for this requirement?

Answer: I am not sure what the term “Teaming” is referring to. This requirement is being solicitated as Total Service Disabled Veteran-owned Small Business (SDVOSB).

5. What are the evaluation criteria and relative weighting (e.g., Technical, Past Performance, Price)?

Answer: This located in the Solicitation.

6. Should vendors provide fully burdened hourly rates inclusive of all costs?

Answer: This is a firm, fixed-priced contract. There will be no price adjustments after award.

7. Is submission of proof of insurance required at the time of proposal submission?

Answer: Insurance will need to be provided at time of Award however it is preferred at the time of Solicitation. No additional time will be provided at award for the Awardee to provide the Insurance requirements.

8. Is the work strictly on-site at Long Beach VA, or is there any provision for remote/hybrid support?

Answer: All work will be performed at the facility noted in the Place of Performance.

There are no remote/hybrid positions noted.

9. Can vendors include a combination of government and private sector experience as part of their past performance submission, or is there a requirement to demonstrate government-only experience?

Answer: The Solicitation notes experience and does not indicate Government or Private Industry. The Offeror must ensure the experience relates to the Solicitation requirements.

10. What is the expected onboarding timeline after award?

Answer: This can vary, it is estimated to take between 3-5 weeks after award.

11. Will the Government provide workspace, equipment, and system access for the candidates?

Answer: Yes.

12. What is the anticipated number of awards under this solicitation?

Answer: One.

13. Can the Government confirm if proposals must be submitted via email only, and if there are any size limitations or file format requirements?

Answers: Email, per the Solicitation instructions.

14. Is this RFQ a recompete of a previous contract? If so, could you kindly provide:

a) Historical data, such as the number of positions previously filled or total spend under the most recent or current contract? b) The previous contract budget?

c) The names of the incumbent vendors?

Answer: This can be found on sam.gov and is part of the Offeror’s research activities into a solicitation.

15. Is there an estimated budget or cost range associated with this RFQ?

Answer: Internal budgets or strategy of the Veterans Affairs will not be shared with Vendors.

16. Is any business registration required at the time of proposal submission?

Answer: Yes, reference the Solicitation and Solicitation type.

17. Are Resumes required at the time of proposal submission if so:

a) Are live (actual) resumes required at the time of proposal submission? If yes, how many?

b) Are sample resumes required at the time of proposal submission? If so, how many should be provided?

Answers: Reference the Solicitation, Resumes and or Qualification Statements. Sample resumes will not be accepted as the Offeror is required to be able to perform to the Solicitation at the time of their proposal submittal for this requirement.

18. Is the 14-day vacancy rule (SOW 6.C) inclusive of the VA background check/PIV process?

19. (Overtime) has a quantity of 0.00. How should this be priced: provide a "not-toexceed" rate or leave it blank?

Answer: All Overtime hourly rates should be proposed on an hourly rate by the Offerors.

20. Since this is an SDVOSB set-aside, does the 50% Limitations on Subcontracting rule apply only to the labor portion, or also to Direct Costs like immunizations?

21. Is this a new requirement or a follow-on to a previous contract?

Answer: Please reference sam.gov.

22. If this is a follow-on, can the agency share the incumbent's name and any pain points you would like addressed in the proposal?

Answer: Information can be found at sam.gov, no additional information will be provided other than what is provided in the Solicitation.

23. Can the agency share the previous contract number and the incumbent's historical pricing?

Answer: This can be found at sam.gov.

24. Please clarify the intended pricing structure for the Overtime Hours CLINs. Should offerors provide: (a) a blended hourly overtime rate, (b) a not-to-exceed annual amount, or

(c) should offerors leave the unit price blank and the Government will order overtime on an as-needed basis?

Answer: Overtime has been updated and confirmed by the requiring Service. Amounts should be stated as a rate of “per hour”.

25. Does the Government require two (2) General Engineer FTEs, or one (1) General Engineer with extended/flexible hours totaling 4,160 hours annually?

Answer: The Offeror will need to determine how may FTE employees are need to meet the requirement based on the hours provided by the Solicitation.

26. The "Special Standards of Responsibility" section (E.2) lists experience requirements (e.g., 8-10 years for many roles) that differ from the "Qualifications and Experience" sections in the Statement of Work (Attachment A). Which set of qualifications takes precedence for evaluation?

Answer: The SOW and Position Description describe what the position entails for each CLIN and the Special Standards of Responsibility will afford the opportunity to distinguish and ensure that the minimum requirements are met such as a degree and, or 8-10 years of experience in lieu of a degree.

27. Section B.1 states the VA has the right to interview all prospective personnel. Will these interviews take place during the evaluation phase or only after the contract is awarded?

Anwer: After contract is awarded.

28. The solicitation requires a Qualification Summary/Resume for all proposed personnel.

Should these be submitted for every labor category listed in the Price/Cost Schedule (0001 through 0008)?

Answer: Yes, for each of the labor categories listed in the Price/Cost Schedule.

29. Line items 0009, 1009, and 2009 for "Overtime Hours" show a quantity of 0.00 YR. How should offerors provide pricing for these CLINs if no estimated hours are provided?

Answer: Please list the overtime rate for each position listed in the revised Price/Cost Schedule.

Please note that overtime is not guaranteed.

30. CLIN 0001 for Interior Designer regular hours lists 6,240.00 HR. Is this intended to cover three full-time equivalents (FTEs) for the base year?

Answer: It is up to each Offeror to determine how many “FTEs” are needed to meet the hour based requirement for each CLIN.

31. The SOW states personnel must complete a background investigation prior to working. Will the Government allow personnel to start work on a "fingerprint-only" or interim basis while the NACI investigation is pending?

Anwser: No.

32. Who is the current contractor and why is the contract base plus two years?

Answer: Previous contracts/contractor information can be found on sam.gov. The length of the contract is determined internally within the Department of Veterans Affairs.

33. Can the government please verify as to if this is new work?

Answer: Any previous or similar procurements can be found at sam.gov.

34. If this is not new work, can the government please identify the incumbent performing the work currently?

Answer: Please refer to the previous answer.

35. Does the Government require separate files for the Technical Proposal, Price Proposal, and Representations & Certifications, or may a single consolidated PDF be submitted?

Answer: Multiple or single combined files will be accepted.

36. Are there any page limits, font requirements, or formatting restrictions for the Technical Proposal?

Answer: No, the SF 1449 is required and all the Solicitation requirements.

37. Are the labor hour quantities in the Price Schedule estimates only, or do they represent guaranteed minimums?

Answers: There are no guaranteed minimums.

38. Does the Government anticipate all labor categories being staffed at contract start, or will staffing be phased?

Answer: All labor categories must be staffed, there will be no phased or partial staffing.

39. Does the government want a single resume per position described or does the government want resumes for all required FTEs at time of submission? For example, does the government want a single resume for an interior designer or three resumes representing all three required FTE positions?

Answer: Each Offeror will determine the FTEs required to meet the hours-based requirement and will need to submit a resume and or qualification statement for each employee that will be used to meet that requirement.

40. Can the government verify as to if a letter of intent is required to be included in our submission for every proposed person?

Answer: A resume and or qualification statement is required for each proposed person. No letter of intent is required.

41. Given that all positions are designated as key personnel, will the Government approval process for personnel support quick-turn approvals to address routine staffing attrition given the short replacement timeframes to backfill personnel (position vacancy shall not exceed 14 calendar days)?

Answer: The vacancy requirement is clarified to 30 calendar days. The 30-day period begins from the last day worked by the departing employee. Temporary backfills are not required unless directed by the Veterans Affairs. For rejected replacements, the original 30 calendar day clock does not reset. The Veterans Affairs may coordinate a reasonable flexibility period depending on the circumstances.

42. Is Government approval required before replacement personnel may begin work, or may replacements be proposed concurrently with notification?

Answer: Yes, Government approval is required.

43. Given that industry standards are to give a minimum of two-weeks notice to an employer, will the government consider changing the replacement timeframe to 14 days to submit a qualified candidate for approval? This would enable finding high-quality personnel, ensure the government approves, and then permit the person to provide notice to their employer.

Answer: The vacancy requirement is clarified to 30 calendar days. The 30-day period begins from the last day worked by the departing employee. Temporary backfills are not required unless directed by the Veterans Affairs. For rejected replacements, the original 30 calendar day clock does not reset. The Veterans Affairs may coordinate a reasonable flexibility period depending on the circumstances.

44. Under what circumstances will overtime be authorized, and will authorization be provided in writing by the COR or Contracting Officer?

Answer: All overtime will be authorized by the Contracting Officer Representative. Verbal or written communication will be coordinated between the Contracting Officer Representative and the Awarded Vendor.

45. Should offerors propose fully burdened overtime rates in the zero‑quantity CLINs, or will overtime rates be negotiated if needed?

Answer: Overtime rates should be provided on an hourly basis.

46. Please confirm whether any of the listed labor categories are subject to Service Contract Labor Standards wage determinations. Most of the job descriptions appear to meet nonSCA (exempt) thresholds with only a few being SCA in nature.

Answer: All positions listed in the Solicitation are and will be subject to the Service Contract Labor Standards/Wage Determinations for Los Angeles County.

47. If a wage determination applies, can the government please specify to which positions it applies?

Answer: All positions listed in the Solicitation.

48. What is the Government’s estimated processing time for background investigations once contractor personnel information is submitted?

Answer: This can range from 3-5 weeks.

49. Will contractor personnel be permitted to begin work under escort or limited duties while background checks are pending?

50. Are TB screening and vaccination documents required at proposal submission or only after award?

Answer: Post-award.

51. Please confirm whether any portion of the work may be performed via telework, or if all work must be performed on‑site at LBVAHCS as there is ambiguity between "Place of Performance" and the Safety Policy that allows for telework, IAW telework policy.

Answer: No telework is authorized under this contract and all the Solicitation requirements will be met on site.

52. Reference: Solicitation page 4, section B.1, paragraph 3.B. The solicitation states that “The Contractor shall provide all personnel, training, resources, and protective gear required to accomplish tasks identified in Attachment A – Position Descriptions (PD).” Can the Government provide a list of the protective gear that Contractors are required to provide?

Answer: The Government will provide Office space, desks, computers, network access and required VA software access. The Offeror will provide standard PPE such as a hard hat, safety vest, and steel-toe boots.

53. Is the work to be performed under this solicitation new or existing work?

Answer: This can be found on sam.gov.

54. If this is existing work, can the Government please provide the name and contract number of the incumbent contractor?

Answer: This can be found on sam.gov.

55. Attachment #1 (VAAR 852.219-75 Certificate): The proposal submission checklist in the Addendum to FAR 52.212-1, Section 6(a), instructs offerors to complete "the fill-in data pertaining to VAAR 852.219-75 (see Attachment #1)." We were unable to locate a separately labeled Attachment #1 within the solicitation documents. Should offerors use the certification language contained in Section C.9 (VAAR 852.219-75) to complete and sign the required certificate, or will the Government issue a separate form via amendment?

Answer: This can be found in the amended Solicitation under VAAR 852.219-75.

56. We respectfully request that the Government clarify the expected work schedule (i.e., days and hours of operation) for all labor categories under this contract, as the solicitation does not specify the required work schedule. Additionally, we kindly request that the Government confirm whether contractor personnel are required to observe the Federal Holidays listed in Section B.1, Item 12 of the solicitation, and whether those days will be considered non-billable.

Answer: Vendor personnel will not be required to work on Federal Holidays.

57. We respectfully request clarification regarding the relationship between this solicitation and the existing ICSP contract. As an ICSP prime contractor, we have noted that some of the labor categories appear to be procurable under the ICSP vehicle. We kindly request that the Government confirm whether this is the intended procurement approach, and if so, clarify how offerors should address this in their proposal submission.

Answer: This is being procured outside/separate of the ICSP Program.

58. We respectfully request that the Government confirm whether there is an incumbent contractor currently performing these services under this contract. If so, we kindly request that the Government clarify whether a formal transition period will be provided to the new awardee to ensure continuity of services and a seamless transition of operations within the LBVAHCS Engineering Department.

Answer: There will be no transition period, the Offeror that is awarded the contract should be ready to provide services at the start of the contract.

59. We request that the Government clarify whether any of the labor categories under this contract are eligible for remote work arrangements, as the solicitation designates the Long Beach VA Healthcare System (LBVAHCS) as the sole place of performance but does not address remote work policies. If remote work is permitted, we kindly request that the Government identify which specific labor categories qualify and outline the applicable conditions and approval process.

Answers: In accordance with (IAW) with the Solicitation, the place of performance will be the Long Beach Veterans Affairs Healthcare System in Long Beach, CA and provided on the SF 1449.

60. What is the anticipated number of personnel required for each labor category?

Answer: That will be up to each Offeror on how they will meet the hours-based need for each

CLIN.

61. Will all labor categories be filled at contract award, or will staffing be phased over time?

Answer: All CLINs must be filled at time award.

62. What is the expected timeline for onboarding personnel following contract award?

Answer: Estimated 3-5 weeks after contract award and can vary depending on background checks and Credentialing.

63. Are resumes required at the time of proposal submission? If so, how many resumes per labor category are requested, and are sample resumes acceptable?

Answer: Resumes and or Qualification Statements should be submitted IAW the Solicitation. The number depends on how many personnel the Vendor will require to satisfy the requirements of the Solicitation.

64. What are the relative evaluation weights for Technical, Past Performance, and Price?

Answer: There are no specific weights for each of the aforementioned elements, the award will be made based on what is on the best interest of the Government and IAW with the Solicitation Evaluation Factors.

65. Will the award be made on a Lowest Price Technically Acceptable (LPTA) basis or a Best Value Tradeoff basis?

Answer: Neither, Price with Special Standards of Responsibility.

66. Is there an incumbent contractor currently performing these services? If so, could the Government provide the contractor’s name, current staffing levels, and available labor rate information?

Answer: Previous contracts and or similar contracts can be found on sam.gov.

67. What are the expected work schedules for each position (e.g., full-time, part-time, standard weekly hours)?

Answer: Full-time and payment will be based on actual hours worked.

68. What level of background investigation is required prior to performance, and what is the typical processing timeline? Additionally, may personnel begin work while background investigations are pending?

Answer: Full background checks required prior to full access. Limited work may begin pending clearance on a case-by-case basis.

69. What is the required timeframe for replacing key personnel in the event of turnover?

Answer: Thirty calendar days maximum vacancy requirements. The VA may coordinate reasonable flexibility depending on circumstances.

70. Will the Government provide workspace and equipment, or is the contractor expected to supply these items?

Answer: The Government will provide Office space, desks, computers, network access and required VA software access. The Offeror will provide standard PPE such as a hard hat, safety vest, and steel-toe boots.

71. Are there any anticipated travel requirements? If so, how will travel be authorized and reimbursed?

Answer: No travel is required.

72. What is the expected invoice submission process and average payment timeline?

Answer: Invoices shall be submitted through the Tungsten Network and the turnaround time can vary, on average 30 days.

73. What are the standard work hours and schedule for contractor personnel? Specifically: (a) Is the standard tour of duty 8:00 AM to 4:30 PM, Monday through Friday, as referenced in SOW §19.C for the Contractor POC? (b) Are any positions expected to work alternative schedules such as compressed work weeks (e.g., 4/10s or 9/80s)? (c) Are any positions expected to work evenings, weekends, or shifts outside the standard Monday–Friday schedule?

Answer: Standard Schedule: Monday through Friday, 8:00AM-4:30PM. Any alternate schedules will be reviewed on a case-by-case basis. After-hours/weekend work may be required based on project needs and must be pre-approved by the Contracting Officer Representative as overtime.

74. SOW §6.C states position vacancies shall not exceed fourteen (14) calendar days unless approved in writing by the COR. Please clarify: (a) Does the 14-day clock start from the last day the departing employee works, or from the date the contractor provides written notification? (b) During the vacancy period, does the Government expect the contractor to provide a temporary backfill or substitute employee while a permanent replacement is recruited? (c) If a proposed replacement candidate is rejected by the Government following the interview process (per SOW §3.E), does the 14-day clock reset, or does the original clock continue running?

Answer: The vacancy requirement is updated to 30 Calendar Days. The 30-day period begins from the last day worked by the departing employee. Temporary backfills are not required unless directed by the Contracting Officer Representative. Should a replacement be rejected, the original 30-day clock continues (does not reset). The VA may coordinate reasonable flexibility depending on the circumstances and on a case-by-case scenario.

75. If a contractor employee is removed by the Government under SOW §6.E or §6.F (for security, safety, conduct, or fraudulent documentation reasons), does the 14-day vacancy fill requirement of §6.C apply immediately, or will the Government grant additional time for an involuntary replacement situation?

Answer: The vacancy requirement is updated to 30-calendar days. Yes, the 30-day replacement requirement applies and the VA may coordinate reasonable flexibility depending on the circumstances.

76. Reference: Attachment A — Interior Design Assistant PD vs. Junior Interior Designer PD;

SOW §4 Item 007; SP5 The Interior Design Assistant has a comprehensive Position Description in Attachment A with duties substantially similar to the Junior Interior Designer, including FF&E procurement, activation support, AutoCAD design, and procurement package development. (a) Are the Interior Design Assistant and Junior

Interior Designer the same position under different titles? (b) If they are distinct positions, what are the key differentiating duties between them? (c) Should the contractor plan to provide an Interior Design Assistant in addition to the 8 positions in the CLIN schedule?

Answer: No, they are distinct positions. The Junior Interior Designer has a higher-level of responsibility while the Interior Design Assistant has more of a support role. The Contractor shall be prepared to support both roles as required.

77. Reference: Attachment A — Program Analyst PD The Program Analyst Position Description describes a unique hybrid role requiring data analytics (R or SAS, SQL, statistical analysis, database management), computer-aided design (AutoCAD, Bluebeam), and geographic information systems (ArcGIS). Please clarify: (a) Are the 3 Program Analysts expected to perform identical duties, or do they have different specializations (e.g., one focused on data analytics/Informatics, one on space management site surveys, one on project planning)? (b) Must each individual analyst possess all of these skills, or can the 3 analysts collectively cover the full skill set as a team? (c) What databases will the analysts access for patient projections and space management (e.g., VSSC, CDW, Planning Systems Support Group tools)?

Answer: No, Analysts may have different specializations. The team collectively must cover required competencies and not every individual must possess all the listed skills.

78. Reference: SOW §28.A (Safety Policy- Workplace Illness) SOW §28.A references a “telework program” that contractors may use during illness situations. Please clarify: (a) Are any positions under this contract eligible for routine/regular telework (e.g., 1-2 days per week) (b) If telework is permitted which positions are eligible and how many days per week?

Answer: No Telework is authorized under this contract, all work shall be performed on-site.

79. Reference: SOW §3.B SOW §3.B states the contractor shall provide “all personnel, training, resources, and protective gear required.” Please clarify what “resources and protective gear” the Government anticipates the contractor providing. Specifically: (a) Will the Government provide office space, desks, computers, monitors, and network access for all 13 contractor FTEs? (b) Will the Government provide VA-licensed software (AutoCAD, Revit, Bluebeam, ArcGIS, Microsoft Project) or must the contractor procure and maintain software licenses for each position that requires them? (c) What protective gear is anticipated — is this standard construction PPE (hard hat, safety vest, steel-toe boots) for site investigations, or clinical PPE for healthcare environments, or both?

Answer: The Government will provide office space, desks, computers, network access and required VA software access. The Offeror will provide standard PPE: hard hat, safety vest, and steel-toe boots.

80. Proposal Format Could you please confirm if there is a preferred structure or format for the proposal (e.g., sections or volumes)?

Answer: There is no proposed format other than the completion of the SF 1449 and that the proposals include all required information in accordance with the Solicitation.

81. Technical/Management Approach Is there any guidance on the level of detail expected for the technical or management approach?

Answer: This is up to each Offeror, the Government does not provide any additional guidance or instructions on how Offerors prepare their Solicitations in terms of detail, or format.

82. Past Performance Are past performance references required? If yes, how many and in what format?

Answer: That is up to each Offeror.

83. Resumes / Key Personnel Should resumes be submitted with the proposal, and are there any format or page limits?

Answer: Yes and or Qualification Statements/Summaries. There is no format or page limits.

84. Evaluation Criteria Could you please clarify the relative importance of technical, past performance, and price?

Answer: The proposal that is in the best interest of the Government will be chosen. This includes Price, with Special Standards of Responsibility noted in the Solicitation.

85. Page Limits Are there any page limitations we should follow?

86. Pricing Details Apart from the pricing schedule, are there any additional pricing details or supporting information required?

Answer: Please reference the Solicitation for all the required documentation.

87. Subcontracting Are subcontractors allowed for this requirement, and are there any specific guidelines?

Answer: Yes, however limits to subcontracting are to be strictly adhered to in accordance with the FAR, VAAR, and Solicitation as to “Limits of Subcontracting”. ***Note that “pass through companies” will not be awarded.

88. Reference: Section B.2, Price/Cost Schedule (Pages 11–17) and Section E.2, Special Standards of Responsibility (Page 101).

(a) Do CLINs 0001/1001/2001 require three (3) Interior Designer personnel per performance period?

(b) Do CLINs 0006/1006/2006 require three (3) Program Analyst personnel per performance period?

(c) Do CLINs 0004/1004/2004 require two (2) General Engineer personnel per performance period?

(d) If multiple personnel are required per CLIN, must offerors submit a separate resume and qualification statement for each individual at the time of proposal submission?

Answer: There are no limits to personnel required to meet the hours requirement. Each Offeror will determine how best to meet those required hours. All personnel however that are to be employed by the Offeror and working on the Contract must meet the Special Standards of Responsibility.

89. I see some positions are requiring 4,160 hours and some 6,240 hours. Does these hours mean hiring multiple people for the position? 4,160 hours mean 2 people per position and 6,240 mean 3 people per position?

Answer: There are no minimum or maximum number of personnel, each Offeror will make that determination on how best to meet the hours-based requirements.

90. Does a business have to bid on every position?

91. Will the VA choose more than one company to fulfill this solicitation?

Answer: One Offeror shall be awarded the contract for this requirement.