Attachment 11 - Hines Questions and Answers.xlsx
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- Q517--Staffing Service Hines
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- 36C77022R0006
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| RFP Section | Page | Question | Government Response | ||
| PWS Attachment 1 | Page 1 | Please clarify your FTEE equivalent and total number of hours. Section 1.3 indicates a higher number of needs and hours than stated in the Staff Matrix attachment. | See Amendment 0004 to the solicitation which corrects the Staff Matrix. | ||
| N/A | Please outline any peaks: What is the timeframe and by what % does the staffing demand increase? | Workload varies. See PWS 1.2.2.2. Average production rates can vary widely from day to day and week to week based on a variety of factors such as inclement weather, staffing shortages, workload transfer, and system malfunctions. PWS 8.3. | The contractor must attempt to maintain a 100% staffing rate per scheduled shift but at no time will a staffing rate below 97% be considered acceptable for each labor category. Rates below acceptable levels will result in action by the CO, unless otherwise authorized by the COR. If required to be staffed at less than 97%, notification will be made by COR to the contractor. | ||
| Staff Matrix Attachment 6 | Can you confirm that these roles are eligible for benefits and holiday pay? What is the process to bill for those? | This is not a personal services contract and contractor personnel are not employees. Accordingly, the Government does not pay contractors for sick leave, holidays, vacation, etc. | |||
| PWS Attachment 1 | Page 9 | Is a uniform required? | See PWS 8.4. All Contractor employees must be clearly differentiated from VA staff. All contract employees must wear apparel, or a badge issued by the contractor that clearly indicates the name of contracted agency. | ||
| N/A | What is the average assignment length of your temporary workers by job category/skill set? | As this question does not pertain to the solicitation, the Government has no response. Should the offeror desire information about the existing contract, the offeror can submit a FOIA request to: Ryan McFarland, Ryan.McFarland@va.gov. To the extent that the question regards staffing requirements, please refer to Section 1.3 of the PWS. | |||
| N/A | What challenges are you experiencing with your current contingent labor program? | This is an opportunity for offerors to ask questions pertaining to the solicitation. As this question does not pertain to the posted solicitation, the Government has no response. | |||
| N/A | Do you currently have an on-site program? | Yes. FAR 52.212-1 included details on a site visit which was available on Dec 13, 2022. | |||
| N/A | What is the current fulfillment rate on your openings by labor category? | The Government does not track this; it is internal to the contractor. | |||
| N/A | What is the current retention rate of your contingent workforce by labor category? | The Government does not track this; it is internal to the contractor. | |||
| Staff Matrix Attachment 6 | Can paid sick leave, if any, be billed as used? | This is not a personal services contract and contractor personnel are not employees. Accordingly, the Government does not pay contractors for sick leave, holidays, vacation, etc. | |||
| PWS Attachment 1 | Page 10 | Is automated timekeeping currently utilized for contingent workers? If so, which system? | The current Contractor owns and operaters all necessary equipment for detailed electronic timekeeping purposes to include hardware that would require personnel to physically clock in and clock out. | ||
| PWS Attachment 1 | Page 8 | Please describe the orientation and training process that your hiring managers currently administer to temporary employees, including forklift certification. | The contractor is responsible for "hiring managers". Operation of forklifts is out of scope of this solicitation. See PWS 5.0 Tasks | ||
| PWS Attachment 1 | Page 9 | Please outline your requirements for Personal Protective Equipment (PPE). Which PPE is expected to be provided (paid for) by the vendor? Please indicate which positions require which PPE. | PWS 7.4.1. The CMOP will supply disposable PPE to include gloves, aprons, eye protection and any other PPE required by OSHA. PWS 8.10 The contractor shall provide PPE in accordance with published Centers for Disease Control and Prevention (CDC) guidance during any events such as a pandemic or other health/safety reason. | ||
| N/A | Can you please provide your safety record for 2022? | The Government does not track this; it is internal to the contractor. | |||
| PWS Attachment 1 | Page 4 | What VA resources are available to the Pharmacists and Pharmacy Techs including technology/IT resources, data resources, and management/operational resources to assist with managing customer incidents or complaints. (Looking for VA management resources above and beyond the contract lead roles at the site) | VA QA at the CMOP manage customer incidents or complaints. It is not the contractor's responsibility to handle customer complaints. | ||
| RFP 36C77022R0006 | Page 32 | The past performance requirements listed in the solicitation are too restrictive. As a SDVOSB set-aside solicitation, the only companies that can maintain the SDVOSB status and meet these requirements are Joint Ventures created under the all-small Mentor Protégé program. It does not allow teaming and subcontracting due to the fact SDVOSB companies will be leaning too heavily on their subcontractors to meet the past performance requirements. In the true spirit of the SDVOSB program, I kindly request you eliminate the minimum number of FTEs for the past performance references. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| RFP 36C77022R0006 | Page 40 | The key personnel resume requirements listed in the solicitation are too restrictive. As a SDVOSB set-aside solicitation, the only companies that can maintain the SDVOSB status and meet these requirements are Joint Ventures created under the all-small Mentor Protégé program. It does not allow teaming and subcontracting due to the fact SDVOSB companies will be leaning too heavily on their subcontractors to meet the key personnel resume requirements. In the true spirit of the SDVOSB program, I kindly request you eliminate altogether the key personnel resume requirements. Especially since, no matter who wins, the new vendor will hire the current workforce on the contract. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| RFP 36C77022R0006 | Page 39 | “Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the ****** CMOP” This requirement listed in the solicitation is too restrictive. As a SDVOSB set-aside solicitation, the only companies that can maintain the SDVOSB status and meet this requirement are Joint Ventures created under the all-small Mentor Protégé program. It does not allow teaming and subcontracting due to the fact SDVOSB companies will be leaning too heavily on their subcontractors to meet the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the ****** CMOP requirements. In the true spirit of the SDVOSB program, I kindly request you eliminate altogether this requirement. Especially since, the current contractor has a clear advantage on this requirement. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| RFP 36C77022R0006 | Page 32 | In 2022, there is no reason why companies should have to print, bind and ship hard copy and electronic proposals. I request the submission of proposals be changed to email submittals. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Staff Matrix attachment 6 | On the Staff Matrix attachment 6 , there are zero hours for most of the line items. In other words, there are zero hours for overtime, nights, holidays, or any time for any work by lead positions. Was the Government intent, therefore, that only the four labor categories be priced (without any consideration for overtime, nights, holidays, or any time for any work by lead positions)? | See Amendment 0004 to the solicitation which corrects the Staff Matrix. | |||
| Staff Matrix attachment 6 | On Attachment 6, Staff Matrix, there are line items with reference to “lead” personnel. Are the “lead” personnel identical to the “key personnel” identified in the PWS? | See Amendment 0004 to the solicitation which corrects the Staff Matrix and the revised PWS for Key Personnel. | |||
| PWS Attachment 1 | Page 5 | In paragraph 3 in the PWS - Key Personnel, addresses the requirement for key individuals for each of the four labor categories (pharmacist, pharmacist technician, shipping/packaging, and facility administration). Is the Government expectation that there be only one lead person per labor category? | See Amendment 0004 to the solicitation which corrects the Staff Matrix and the revised PWS for Key Personnel. | ||
| PWS Attachment 1 | Page 10 | Paragraph 8.8, states the Contractor must provide all necessary equipment for detailed electronic timekeeping purposes to include hardware that would require personnel to physically clock in and clock out. Personal electronic devices are not allowed on the production floor and cannot be used for this purpose. Records such as time and attendance logs must be used to verify Contractor's performance. Detailed timekeeping reports are to be submitted weekly, for verification and review, to the COR. Manual adjustments to timekeeping records must be easily identified to include a detailed rationale to support the adjustment. The Contractor shall provide the COR with any additional documentation necessary to validate invoicing. One timekeeping device shall be provided for each forty (40) personnel. Installation of timekeeping systems are the responsibility of the Contractor and are to be coordinated with the COR. Timekeeping records are to be maintained for six (6) years, three (3) months after the final payment is received on the contract. Will we need to supply hardware - device on-site (1 per 40 FTEs) so that the employees can clock in and out? | Yes. | ||
| PWS Attachment 1 | Page 10 | Will our current process of logging time be allowed (i.e., PAYCOM)? | At this time, VA has no way of determining if your current process of timekeeping meets all of the PWS requirements. See PWS 8.8 for reference to this solicitations requirements for electronic timekeeping. Please refer to Section E, FAR 52.212-1 for information needed to submit with respect to your proposed timekeeping process. | ||
| PWS Attachment 1 | Page 10 | Paragraph 8.9, states that the Contractor must provide all equipment, office supplies, office machines, and furniture required for on-site administrative contractor personnel, if required. Any installation required will be the responsibility of the contractor and must be coordinated with the COR. Any connectivity for electronic equipment is the responsibility of the Contractor. Is this just for the facilities administrator? What kind of equipment/furniture is required? | The VA will only supply a dedicated on-site workspace for the contractor (PWS 7.6). The equipment/furniture required for such workspace is wholly dependent upon what the contractor has determined to be necessary in order for its Facility Administrator(s)(FAs) and administrative contract personnel to perfom their required duties. | ||
| PWS Attachment 1 | Page 1 | Is the facility open and operating 24 hours? | |||
| No. The facility is not open and operating 24 hours. See PWS 1.6.1 | |||||
| RFP 36C77022R0006 | Page 38 | In Factor 1, Technical Capability the Solicitation states that the shipper/packer is "unskilled labor": that is, this individual need only have: * Have a high school diploma or GED. * Demonstrate effective interpersonal communication skills with coworkers and staff. * Have basic typing skills, PC computer skills, working knowledge of MS Office. * Must read, understand, speak, and write English fluently under the authority of U.S.C. 7402(d) and 7407(d).* Must be able to lift to 50 pounds when required; push or pull up to 150 pounds on a rolling cart or using a pallet jack. * Able to sit/stand for long periods of time (8-10 hours) and being able to lift totes weighing up to 30 pounds repetitively. * Must be able to understand the precautions required when handling hazardous materials and hazardous waste. Will the Government accept past performance that does not include the labor category "shipper/packer," but includes other unskilled labor categories in a pharmacy setting that require the seven qualifications listed above? | Yes. | ||
| RFP 36C77022R0006 | Page 23 | C.15 SUPPLEMENTAL INSURANCE REQUIREMENTS. (b) General Liability: $500,000.00 per occurrences. (c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage. | |||
| (d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. Does the above statement mean employees will be driving/delivering meds? If so, will they be using their POV or a government Vehicle? | Driving/delivering meds is not in the scope of this contract. See PWS 5.0 Tasks, for tasks that are within scope of this solicitation. | ||||
| Will the government provide the ethernet connectivity for the timekeeping machines? If so, will there be any additional costs for the contractor. | The contractor will not utilize the VA network, therefore, must be separate from the VA domain. It is the responsibility of the contractor to establish their own network, either fiber or hot spot, etc. to support the timekeeping system. All external Internet connections to VHA CMOP facilities must be reviewed and approved by VA prior to implementation. Installation must be coordinated with the COR. See PWS 8.9. The Contractor must provide all equipment, office supplies, office machines, and furniture required for on-site administrative contractor personnel, if required. Any installation required will be the responsibility of the contractor and must be coordinated with the COR. Any connectivity for electronic equipment is the responsibility of the Contractor. | ||||
| PWS Attachment 1 | Page 6 | One of the requirements listed in the PWS for all the CMOP Staffing Services Solicitations is that the Pharmacists will need to obtain VetPro Certification, a credentialing system that is required of all VHA licensed, registered, and certified health care providers. Will this enrollment be completed after onboarding or will pharmacists need to enroll prior? If prior, how? | VetPro requires that an application be APPROVED PRIOR to onboarding. Currently, the process is that the incumbent has the applicant complete required documentation. Using their internal processes, the application is submitted to the VA. The VA then submits the VetPro application. | ||
| N/A | Over the past year, what union activities, requests, or communications have occurred specific to work contemplated by the solicitation? | This is a non-personal services contract therefore, VA does not communicate with Unions that may represent contract workers. | |||
| N/A | What is the identifying title/number of the union representing contractor employees currently performing the work contemplated by the solicitation? | This is a non-personal services contract therefore, the incumbent contractor would have this information. VA does not want to risk misidentifying title/number of any Unions | |||
| ADDENDUM TO FAR 52.212-1 | Page 31 | C. Proposal Preparation Instructions, 2. Format. Given the recent reports of increased cases of influenza, COVID-19, and Respiratory syncytial virus (RSV), we want to ensure the safety of the Government contracting team. Will the Government revise the requirements to allow for fully electronic proposal submissions via email? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 33 | C. Proposal Preparation Instructions, (c) Volume III - Past Performance. The instructions state, “Past Performance information described herein is required on the offeror and all subcontractors, teaming partners, and/or joint venture partners expected to perform 30 percent or more of the proposed effort based on the total proposed price.” Does this 30 percent encompass the entirety of the subcontracting team or is the Government intending for one subcontractor to be allocated this percentage of workshare? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 33 | C. Proposal Preparation Instructions, (c) Volume III - Past Performance; Attachment 7 – Past Performance. The instructions allow for the use of subcontractor past performance, but the instructions in Attachment 7 say “Instructions to Prime Contractor: (Contractor submitting proposal):” Please clarify whether subcontractors can submit PPQs for their relevant experience for inclusion in their Prime Contractor’s proposals? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 38 | FACTOR 1 Technical Capability; Attachment 1 - PWS. The evaluation criteria states, “Demonstration means actual hiring and placing of pharmacists and pharmacy technicians, healthcare workers and shipper/packers (unskilled labor) in a healthcare or pharmacy environment…” The PWS lists “Pharmacist” and “Pharmacy Technician” under the definition of “healthcare worker.” Clarify what other labor categories are considered under the label “healthcare worker.”? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 38 | The evaluation criteria states, “Demonstration means actual hiring and placing of pharmacists and pharmacy technicians, healthcare workers and shipper/packers (unskilled labor) in a healthcare or pharmacy environment prior to the issuance of the solicitation with a MINIMUM of 41 pharmacists and pharmacy technicians; and 48 shipper/packers (unskilled labor) for a total of 89 FTEE in a single contract.” This requirement for this minimum number of FTEEs on a single contract severely limits the competitive pool and favors the incumbent contractor, opening the solicitation up to potential protest. We request the Government remove this requirement to increase competition across the SDVOSB, allowing otherwise qualified offerors to submit their relevant experience and capability to fulfill the contract requirements. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 38 | The Government requests that offerors demonstrate “actual hiring and placing of pharmacists and pharmacy technicians, healthcare workers and shipper/packers (unskilled labor) in a healthcare or pharmacy environment prior to the issuance of the solicitation with a MINIMUM of 41 pharmacists and pharmacy technicians; and 48 shipper/packers (unskilled labor) for a total of 29 FTEE in a single contract.” Will the Government allow offerors to submit Single-Award IDIQ contracts (or Multiple-Award IDIQ contracts) demonstrating the minimum number of FTEEs required through task orders under those IDIQ contracts? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 39 | The evaluation criteria state, “Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the Hines CMOP.” This requirement limits competition and favors the incumbent(s) who are currently performing at this CMOP, opening the solicitation up to potential protest. We request the Government remove this requirement to allow otherwise qualified offerors to submit their relevant experience and capability to fulfill the contract requirements for Sub-Factor A. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-1 | Page 40 | Will the Government accept interim or final CPARs in lieu of PPQs? | Yes. | ||
| Attachment 1 – PWS | Page 5 | The PWS states, “FA’s must be Six Sigma Certified at or above the Green Belt Level and/or be Project Management Certified.” Please clarify the intent of the FA possessing these certifications. Our team has presented FAs and other similar labor categories on contracts of similar size, scope, and magnitude who have performed the position’s duties successfully without the requested certifications. | CMOP utilizes Six Sigma Standards as a management tool to improve patient quality and safety. This metrics-driven system is used to reduce medical errors and remove defects from the processes involved in delivering care. The requirement is only to provide Green Belt Level which is considered a beginner level when compared to Black Belt and Master Blackbelt Six Sigma Level. The FA will need Greenbelt and/or be Project Management Certified to understand the performance management and quality control used at the CMOP. CMOP cannot attest to the need of other procurements with other entities. This procurement requires Green Belt Level and/or Project Management Certified. | ||
| Attachment 6 - Staff Matrix | Will offerors be allowed to increase the number of hours for those labor categories with zero (0) listed in Column B, “Estimated Annual Hours” if we determine additional FTEE hours are needed? | See Amendment 0004 to the solicitation which corrects the Staff Matrix. | |||
| Attachment 7 – Past Performance | Under “Instructions to Reference Contract," the Government requires the contracting personnel completing the form to “return the form to vendor requesting the reference.” We have had cases where some customers refuse to send the completed PPQ back to us because of the sensitive nature of the PPQ response, even with presenting the instructions from the solicitation requirements. Does the Government have an alternative for offerors if they encounter similar scenarios? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | |||
| Because of the consolidation of functional areas for this opportunity and to ensure adequate competition, can a bidder provide two contracts -- one with the requirement for pharmacists/pharmacy techs and another with the shipper/packer requirements to meet the minimums included in the Factor 1, Technical Capability section (“Demonstration means actual hiring and placing of pharmacists and pharmacy technicians, healthcare workers and shipper/packers (unskilled labor)…in a single contract”)? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| Will the government please confirm if resumes can be submitted to demonstrate staffing within a 50-mile radius, in order to address the Factor 1 Technical Capability requirement (“Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the Hines CMOP”) ? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| The pricing worksheet (Staff Matrix) does not have a column for fringe benefits. Where should offerors show the costs associated with fringe benefits? | See Amendment 0004 to the solicitation which corrects the Staff Matrix. | ||||
| Will the Government please provide a list of items that will be provided as disposable protective equipment (PPE) as required by OSHA for specific job functions? | PWS 7.4.1. The CMOP will supply disposable PPE to include gloves, aprons, eye protection and any other PPE required by OSHA. | ||||
| Will the Government please provide a list of all inventory/furniture/equipment provided by the Government in the Government-provided on-site designated lead space? | VA will only supply a dedicated on-site workspace. PWS 8.9. The Contractor must provide all equipment, office supplies, office machines, and furniture required for on-site administrative contractor personnel, if required. Any installation required will be the responsibility of the contractor and must be coordinated with the COR. Any connectivity for electronic equipment is the responsibility of the Contractor. | ||||
| What is the current electronic timekeeping system/hardware being utilized on-site? The solicitation states “The Contractor shall provide all necessary equipment for detailed electronic timekeeping purposes.” | The current electronic timekeeping hardware that is on-site is owned and operated by the incumbent. There is no requirement that incumbent's timekeeping system be utilized. | ||||
| Will the government please confirm resumes can be provided in an appendix that is not included in page count? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| In alignment with other VA contracting office practices as well as to comply with the Paperwork Reduction Act (PRA), we request that bidders be allowed to submit their proposals via email instead of hard copies. If not, we sincerely request an extension to allow adequate time for production efforts during the holidays. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| In the state of Illinois any person working inside a pharmacy or pharmacy packaging facility must be licensed by the Illinois state board of Pharmacy as a Pharmacy Technician. The Staffing Matrix is listing out 280,800 hours of Pickers \ Packers for this location. Per state law will all the Pickers \ Packers be required to be State licensed pharmacy technicians since they are working in pharmacy distribution facility? The staffing Matrix lists out a separate line item for Pharmacy Technicians as an hourly count of 230,000. | The PWS for the Hines CMOP calls for Non-Certified Pharmacy Technician FTEE. 3.5.2. | Non-certified technicians must have 6 months of experience (unless otherwise authorized by the respective CMOP) in a retail or hospital pharmacy setting; or be a graduate of an Academic Technician Training Educational Program. Not all pharmacy technicians will be required to be certified or registered (unless required by State Guidelines); however, certification is highly encouraged as several processes and certain equipment will require certified technicians. Shipper/Packers (unskilled labor) do not require certifications. 3.1.1. Have a high school diploma or GED. | |||
| For the hardcopy Proposals we have to mail in, will proof or the postmark date of mailing suffice to meet the deadline or will these hardcopies have to arrive your office prior to / on the due date? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| Addendum to FAR 52.212-1, Instructions, Conditions, & Notices to Proposals | 33 | The table included in this section defines the number of digital (CD) and Hard Copies (binders) required for the solicitation submission. The Paper Reduction Act of 1995, requires that agencies obtain approval before requesting collection of information requiring paper. In addition, with COVID being an issue with handling and distribution of this type of media, has electronic delivery of the proposal been considered? This will eliminate the paper requirements as well as any potential issue with handling of the required media for submission. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| 1.3; 1.3.1; 1.3.2; 1.3.3 & Attachment 6 Staffing Matrix | PWS page 1; Solicitation page 38 | In the solicitation it states the minimum number of FTEEs totals 89 (41 pharmacists pharmacist technicians and 48 shipper/packers) (page 38 of the solicitation). In the PWS (page 1) the staffing numbers historical data implies that we are expected to bid on 267 FTEEs. Attachment 6, Staffing Matrix numbers do not match this number, as with the stated hours it is approximately 269 FTEEs. Please clarify the discrepancies. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| SF1449 | 1 | This section states that WD 2015-5105 r18 dated July 10, 2022 will apply to this solicitation and resultant contract. This document does not include the Hines area. WD 2015-5017, REV 22, dated 7 July 2022, which does include the Hines area is not the required document. Please confirm and or clarify this discrepancy for the WD documents. | Block 20 should be corrected to read: WD 20105-2017 Rev 23 dated 12-27-22 applies to this solicitaiton and resultatnt contract. | ||
| E.6 | 37 | This states: Technical and Past Performance, when combined are significantly more important than price. However this does not say what the weight of each of these is in relation to the other. Please provide us the scoring criteria for each evaluated section - Technical, Past Performance and Price. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor A | 39 | This states: Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the Chelmsford CMOP. As this is evaluation criteria for the technical volume - how is this number quantified as being acceptable? What number will achieve the highest rating? How is a rating obtained? The incumbent has a distinct advantage in having placed these positions and makes this a violation of Competition in Contracting Act (CICA) and is unduly restrictive and sets this contract up for a possible GAO Protest. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor A | 39 | This states: The offeror shall provide the actual number of pharmacists and pharmacy technicians, and shipper/packers (unskilled labor) successfully placed in the last 24 months. As this is evaluation criteria for the technical volume - how is this number quantified as being acceptable? What number will achieve the highest rating? How is the rating obtained? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor A | 39 | This section is a request for documentation. How is this information used in the quantifying of the offeror's and ability to provide appropriate staffing? How is this quantified and scored? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor A | 39 | Request for documentation showing experience in navigating the VA's unique credentialing, background, and on-boarding process for a large number of contract personnel. If no VA on-boarding experience, please provide examples of on-boarding processes specific to your organization. Will the Government please quantify how much evidence of credentialing, background, etc. is required and how is this scored? If examples are provided - how are they scored and what number of examples should be provided? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor A | 39 | Please provide scoring and evaluation criteria for recruitment practices. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor B | 39 | Please provide scoring and evaluation criteria for offeror electronic timekeeping and records management. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor B | 39 | Please provide the scoring and evaluation criteria for company provided experience relating to facility administrators. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor B | 39 | Please provide the scoring and evaluation criteria for offeror provided Quality Control Plan. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor C | 39 | Please provide the scoring and evaluation criteria for offeror provided timelines and milestones related to transition. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor C | 39 | Please provide the scoring and evaluation criteria for offeror provided documentation demonstrating transitioning of personnel. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 1, 1) Sub-factor C | 40 | Please provide the scoring and evaluation criteria for offeror provided processes and procedures that speak of offeror experience in maintaining production standards and goals during transition periods. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 2, Past Performance | 40 | Please provide the scoring and evaluation criteria for the Past Performance. Is this a pass/fail? What constitutes a pass? Or a fail? Is this a confidence rating? If so what constitutes each level of confidence? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Factor 2, Past Performance | 40 | Is there a minimum and maximum number of past performance contracts to be provided? Is the number of Past Performance contracts provided important to any rating that is provided in response to question #16 above. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Contractor Phase In/Phase Out | PWS page 8 | If the contractor does not accept less than the full 90-days, will the Government either extend the incumbent or offer concessions to the awarded contractor? If concessiosn, will the VA consider financial compensation for acceptance of a reduced transition period. | PWS 5.6 discusses phase in/phase out services. 90 days is a contract requirement and subject to change upon mutual agreement. | ||
| Subfactor A | RFP 39 | The PWS states that documentation for on-boarding is required as well as navigating the VA's unique credentialing, background, and on-boarding processes. Please provide the VA credentialing criteria and requirements. Without this information being provided it gives the incumbent an unfair advantage, limits competition, and sets the award up for a GAO Protest. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| RFP | 40 | The RFP evaluation section E.6 indicates that a transition plan is evaluated. However, the pricing requested does not evaluate transition pricing. Please update the 52.212-1 Instructions to Offerors and 52.212-2 Evaluation criteria to include instructions for transition pricing and how this pricing will be evaluated. | The Transition Plan will be evaluated to determine your company’s experience in transitioning from an incumbent contractor. Pricing will not be any different than what was identified in Attachment 6 Staffing Matrix. The transition will begin on the first day of a signed contract. The transition period will not be a separately priced CLIN but is a contract requirement. | ||
| RFP | 40 | The RFP evaluation section E.6 indicates that a transition plan is evaluated. However, the pricing requested does not include transition pricing. Is transition included and are we allowed to modify the hours to reflect the Offeror’s transition plans? | PWS Para 5.7 provides information on the transition. The transition period will not be a separately priced CLIN but it is a contract requirement. It is up to the contractor to determine how they will price their proposal. | ||
| PWS | 8 | Para 6.3 speaks to VetPro. Is VetPro required for both Pharmacists and Certified Pharmacy Techs, or is it required for only Certified Pharmacy Techs? Can the government please confirm which positions require VetPro? | Certified Pharmacy Technicians and Pharmacists require VetPro. | ||
| RFP | 38 | Does the addition of “healthcare workers” indicate that additional healthcare labor categories beyond Pharmacists, Pharmacy Technicians, and Shipper/Packers are being solicited by the government; and will they be billable under the resultant contract? | Pharmacists and Pharmacy Technicians are considered Healthcare workers. See PWS 1.12.13.Healthcare Worker: As defined by the CDC, health care personnel “refers to all paid and unpaid persons serving in health care settings who have the potential for direct or indirect exposure to patients or infectious materials." Furthermore, the Government used the same rationale for Shipper/Packers by opening it up to unskilled labor. | ||
| RFP | 39 | Factor 1 Technical Capability, Subfactor A, Staffing Plan states: “c) Provide documentation to support item b) above. At a minimum, documentation must be provided for each example and shall include […] 7. Time taken for placement/on-boarding of the pharmacists and pharmacy technicians and 8. Time to fill vacancy per number of business days for each position; as well as d) Provide documentation to show your organization’s experience in navigating the VA’s unique credentialing, background, and on-boarding processes for a large number of contract personnel. If no VA on-boarding experience, please provide examples of onboarding processes specific to your organization.” The VA’s unique system requires clearances for NACI, CAC, VetPro, on-site facility access, and local finger printing requirements that are not found in commercial hiring environments. Can the government provide estimates of VA processing time for each of these aspects? If not provided, should we exclude the government/VA portion of the time to fill and on-boarding number of business days, thus reflecting Contractor’s process portion of the process? | Exclude the government/VA portion of the on-boarding number of business days, reflecting only the contractor’s portion of the process. | ||
| RFP E.6 ADD. to FAR 52.212-2, Evaluation—Commercial Products and Commerical Services | 39 | Factor 1 Technical Capability, Sub-factor B: Program Management states: “The Offeror shall demonstrate their experience and effectiveness in managing a staffing contract with a large number of personnel. Response should include, but not be limited to: a) Provide your proposed method of electronic timekeeping and records management for large numbers of personnel. Include all equipment, software, and/or other approaches you are proposing for timekeeping purposes. Examples must include a sample of timekeeping, attendance and payroll reports and how they are used to support attendance, invoicing, and productivity.” Prior CMOP Industry Day communication indicated that neither direct nor VPN access within VA CMOP facilities is allowed for on-site company personnel electronic timekeeping. Will the government provide on-site ethernet connection as well as facility space for the on-site SDVOSB SCA employees and FA personnel to record their time on a daily basis? If not, what bandwidth can be expected for on-site personnel to conduct time recording? If no on-site provision will be furnished, will the on-site workers’ time away from the facility for time recording for each SCA labor category (i.e., pharmacy technicians and shipper/packers) be billable to the contract or must that time for each SCA FTEE be absorbed by the Contractor on a daily basis? | The contractor will not utilize the VA network, therefore, must be separate from the VA domain. It is the responsibility of the contractor to establish their own network, either fiber or hot spot, etc. to support the timekeeping system. All external Internet connections to VHA CMOP facilities must be reviewed and approved by VA prior to implementation. Installation must be coordinated with the COR. See PWS 8.9. The Contractor must provide all equipment, office supplies, office machines, and furniture required for on-site administrative contractor personnel, if required. Any installation required will be the responsibility of the contractor and must be coordinated with the COR. Any connectivity for electronic equipment is the responsibility of the Contractor. | ||
| PWS | 1 | Language within these sections indicates an expectaion of varying day-to-day production levels. This may result in days where the Contractor may be over staffed. Will the VA pay the wages for contractor staff who are sent home early or are otherwise on down time? | No. See PWS 1.6.7. Contract staff must be released prior to the end of a scheduled shift if workload queue has been cleared; contract providers are not guaranteed a forty (40) hour work week or an eight (8) hour day. | ||
| RFP | 39 | Factor 1, Technical Capability, Sub-factor B: Program Management states: “b) Provide documentation addressing your company’s experience in providing both onsite/ or virtual facility administrators (FA’s) to oversee and manage a large workforce to include, but not limited to human resource related issues, attendance, productivity…” Section 2.3 of the PWS states: “In addition to the Shipper/Packers, Pharmacists and Pharmacy Technicians, Facility Administrator(s) (FA) shall be on-site at the facility during all production hours to ensure daily on-site supervisory and technical monitoring of contractor staff. Given the requirement in the PWS that all work must be conducted on-site during production hours, what is the purpose of providing documentation demonstrating experience in providing virtual facility administrors? In addition, section 2.3 of the PWS goes on to require the Facility Administator to supervise clerical and administrative staff. There are no labor categories identified for these positions in Attachment 6 – Staffing Matrix. What clerical and administrative labor categories and hours does the VA intend for contractors to propose? | See Amedment 0002 which revised evaluation criteria. | ||
| RFP | 30 | Quality Control Plan requirements state: “Provide documentation showing how your company plans to meet the requirements of the contract to include assessing contract personnel’s performance, documenting identified performance issues, implementing performance improvement measures, and monitoring of corrective actions and effectiveness of corrective actions;” While the PWS 8.6 states: “Pursuant to The Joint Commission standards, the Contractor must maintain an ongoing state of readiness, available for inspection, an Orientation/Training/Competency Assessment File for each contract employee.” Given the requirement of meeting the Joint Commission standards, is the government looking for the Contractor to have Joint Commission Gold Seal of Approval® for Health Care Staffing Services Certification? If not, what is the VA standard for assessing the ongoing state of contractor readiness? | Please see revised PWS Section 2.3 removing reference to clerical and administrative staff. The contractor is resonsible for supervising its staff, to include any clerical / administrative staff that the contractor might determine is required to manage the contract. Such staff is not considered a direct cost, therefore, is not inlcuded in the staff matrix. | ||
| RFP | 38 | RFP requires navigating the VA’s unique credentialing, background, and onboarding process. Is the Contractor responsible for the associated costs related to the VA actions or does the VA cover those costs? If the Contractor is responsible, what are those costs? | The contractor is not responsible for VA actions. The contractor responsibilities can be found in PWS 24.0. Contractor Personnel Security Requirements | ||
| PWS | 7 | The government states, ‘Orient new contract technicians and assist with the evaluating performance;” should the reference be to “new Shipper/Packers” under this requirement? | Amendment 0004 revises the PWS at 5.0. | ||
| PWS | 7 | The government states, “Orient new contract technicians and assist with the evaluating performance;” should the reference be to “new Pharmacists” under this requirement? | Amendment 0004 revises the PWS at 5.0. | ||
| PWS | 7 | Section 5.4.3 shows Pharmacist Lead tasks to include “Orient new contract technicians and assist with evaluating performance.” Section 5.6.2 states the same requirement for Pharmacy Tech Leads. Is this a Pharmacist Lead or Pharmacy Tech Lead task, or are both a requirement? | Amendment 0004 revises the PWS at 5.0. | ||
| Attachment 6 – Staff and Matrix | Att 6 | The worksheet requires a breakout of direct rate, overhead, and fee. Should we include fringe and G&A in the overhead column? Given that Contractors have differing indirect cost structures, should contractors modify Attachment 6 to reflect their own structure? | See Amendment 0004 to the solicitation which corrects the Staff Matrix. | ||
| RFP | 33 | The Solicitation states: “All text shall be single-spaced and printed black on white paper (Black and white requirement does not apply to graphics, photos, etc.).” Does the black text on a white background requirement apply for tables, or are tables considered graphics? If this requirement does apply, can any colors be used for tables, for example, gray and white banding to make it easier to distinguish rows and columns? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| RFP | 33 | The government states, “All text shall be single-spaced and printed black on white paper (Black and white requirement does not apply to graphics, photos, etc., Company stationery and logos are acceptable.” Will the government allow for Section Headers to be in a different color printed on white paper? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| RFP | 33 | The government states, “Printing shall be easily readable (12-pitch type or 10-point proportional spacing).” Will the government clarify the 10-point proportional spacing requirement? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| RFP | 33 | The government states, “Printing shall be easily readable (12-pitch type or 10-point proportional spacing).” Is this proportional spacing requirement for line spacing or paragraph space? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| RFP | 33 | The government proposal submission guidance is silent on multiple sizes for fonts and line spacing requirements. Will the government update the criteria to include a 10-point Calibri font for all proposals, tables, and graphic text with a 6-point paragraph proposal text spacing for readability? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| RFP | 40 | Currently, the government is requesting four (4) detailed resumes outlining the credentials and experience of key personnel within the 50-page limit of Volume II. Will the government accept Offerors placing these detailed resumes in an Appendix to Volume II, unlimited? This will ensure the Offeror has enough page count to present and demonstrate the value of their Key Personnel as required by Factor 1: Technical Capability, Sub-factor D: Key Personnel in the RFP evaluation requirements. | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| Solicitation | 31 | What is the font type (e.g., Times New Roman, Arial, etc.) and font size (e.g. 10 pt) requirement for graphics and tables? | See Amendment 0002 to the solicitation clarifying submission instructions. | ||
| Solicitation | 38 | In the Solicitation, the government states, “To be recent, the services must have been performed within the past 3 years of the date of this solicitation release,” and does not provide a minimum or a maximum number of past performances an Offeror could provide. Will the government add that each Offeror shall present a minimum of 5 past performance citations/PPQ relevant in size, scope, and complexity? Providing this information would align to the Key personnel requirement of supporting 3 similar projects of size, content, and complexity. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Solicitation | 23 | Section C.15 Supplemental Insurance Requirements of the Solicitation includes the statement “(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.” Is the VA indicating there is a risk of exposure to asbestos in the VA facilities? If not, what is the purpose of including this requirement, as it could have a significant cost implication? | Per VA policy, Section C.15 Supplemental Insurance Requirements is required to be included in solicitations and resultant contracts when the conditions for FAR Clause 52.228-5 are met. | ||
| Attachment 5 | Attachment 5 - VHA Supplemental Contract Requirements for Combatting COVID-19 – requires contractors to show negative COVID-19 test results for unvaccinated employees who work or visit the VA. Questions 1) | Will the time spent by each employee getting tested be considered direct charged time to the contract? |
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