Attachment 7 - Questions Responses.docx

Hines Solicitation Amendment Questions 6/12/2024 5:00 PM CST The below provides responses to questions received. Please note, questions that are outside the scope of this solicitation, such as questions regarding staffing contracts at other facilities, union activities, or the incumbent approach will not be answered as part of this amendment

1. Can the Government please confirm whether it will be providing an updated Attachment 6 Staffing Matrix? The most recent amendment indicated as such; however, what was posted as Attachment 6 was actually the Business Associate Agreement (formerly Attachment 9). I believe either the Staffing Matrix is incorrect or perhaps the Schedule B is given that they do not match.

a. Response: There will not be an updated Attachment 6. The amendment replaced the document in its entirety. Within 36C77022R0006 Amendment 0005, under Addendum to 52.212-1 the instructions are listed under Volume IV-Price: "The offeror shall complete the updated Schedule, pages 9 through 16 on this Amendment 0005. Offerors shall complete the “Unit Price” field for every listed Line."

2. I would like to know if this solicitation and associated proposals are cancelled?

a. Response: This is an amendment to extend the due date thus the solicitation is not cancelled.

3. Will the government lease specify the daily contractually required "full complement of staff" for each shift at this location?

a. Response: Please see Attachment 1 PWS, paragraph 1.3.The number of FTE which is the estimate as to what is required for each shift.

4. Given that local staffing requirements may vary from time to time (due in part to factors such as increased or decreased demand and queue, equipment downtime, coverage for other CMOP sites, etc.), how many days advance notification regarding the variance from contractual staffing level should be expected?

a. Response: Please see Attachment 1 PWS , Paragraph, 1.6.9

5. Are Shipper Packer leads expected to perform these administrative duties?

a. Response: Duties for the respective labor categories are set forth in the PWS. Please see Attachment 1 PWS, paragraph 5.2.1

6. Will the government provide weekly data from the system tracking the DLH provider and each assigned workstation in SQL database format?

a. Response: This is an amendment to the solicitation that has yet to be awarded and thus data on current employees with a different contractor will not be provided. The awardee will have data provided to them on the performance of their employees.

7. If not, can we specify an appropriate alternate? We desire to get back to having sufficient data to not only report accurate production and productivity results but also use such data for performance management. A data version (not hardcopy) is required in order to calculate statistical indices.

a. Response: This will be discussed after award with the awardee.

8. Past Performance: "should be submitted within 3 years but no longer from the issuance date of the solicitation”. Is the “ issuance date” the “conformed” solicitation date or the “initial” solicitation date of December 2022?

a. Response: Under 36C77022R0006 Amendment 0005, "This amendment replaces the prior Solicitation language, in its entirety...". Please see requirements under Addendum to FAR 52.212-1, Volume III - Past Performance paragraph 4&5 for update to (3) years from the date of issuance of amendment 0005., ."

9. Under Sub-factor A, can we provide documentation verifying the placement of pharmacists and pharmacy technicians for three separate clients for each position, or shall we submit documentation for three clients in total?

a. Response: Please see 36C77022R0006 Amendment 0005, under Addendum to FAR 52.212-1, this is defined under 1. Sub-Factor A: Experience, paragraph a. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS.

10. Concerning Sub-factor, A (i), for commercial clients where contract numbers are unavailable, is it acceptable to indicate "not applicable"?

a. Response: Please see 36C77022R0006 Amendment 0005, as this is defined under Sub-Factor A: Experience, sub-paragraph a.

11. Are there specific qualifications required for the Facility Administrator position? Additionally, is it mandatory for the Facility Administrator to be onsite, or can they manage all workforce-related issues remotely?

a. Response: Please see Attachment 1 PWS paragraph 3.1 which sets forth the mandatory requirements for Facility Administrators.

12. Are there specific qualifications required for the Facility Administrator position? Additionally, is it mandatory for the Facility Administrator to be onsite, or can they manage all workforce-related issues remotely?

a. Response: Please see Attachment 1 PWS paragraph 3.1 which sets forth the mandatory requirements for Facility Administrators.

13. Is there a specific format required for establishing a subcontracting relationship?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth

14. Volume III Past Performance—Are offerors who already submitted a proposal and their customers who have already submitted a PPQ required to submit a new PPQ?

a. Response: Please submit all PPQs to Nicholas Schulte in accordance with updated instructions in Addendum 52.212-1 for submittal instructions.

15. Volume III Past Performance—For offerors who have already submitted proposals / PPQs, our PPQs were submitted to "Jennifer Jordan" and not to "Nicholas Schulte." Will the VA confirm that this is acceptable and that they are not requiring new PPQs to be submitted?

a. Response: Please submit all PPQs to Nicholas Schulte in accordance with updated instructions in Addendum 52.212-1 for submittal instructions.

16. Sub-factor B—The government states, "If a proposal includes a Facility Administrator that is unavailable at the time of anticipated contract award, that proposal will be deemed unacceptable and ineligible for award". We have the following questions in regard to this: the government does not provide the anticipated contract award date in this RFP.

17. Will the government provide the expected award date or remove the requirement?

18. Will the government confirm that if the proposed FAs are not available or do not accept the role at the time of contract award, the proposal will be deemed unacceptable and ineligible for award?

a. Response: Please see updated section B.2 Ordering Periods for an estimated award date.

19. If awardee, how soon I have to provide all required staffs? So, I can plan accordingly.

a. Response: The requirements are set forth in the PWS. Please review PWS Paragraph 5.6

20. Previous staffing services contract at VA CMOP in Hines, IL: Award Amount? Contract Number? Incumbent contractor? Will any staff from the incumbent will be retained?

a. Response: The current contract is 36C77024D0011 Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

21. To clarify from previous Q and A. The fringe hours of vacation, holiday and sick leave are not directly billed hours as per each CLIN and it is the contractor’s responsibility to pay.

a. Response: Correct, the only direct billed items are listed in the schedule. CLIN unit price should be all inclusive and will only pay the CLIN price set fourth in the schedule.

22. Will the government confirm if the hour calculation for 5 non-certified techs, correct? It appears to be 40 hours (1 FTE short).

a. Response: This is an IDIQ, actual hours will be ordered via subsequent Task Orders (TO)s. Hours in schedule are estimates only and not guaranteed.

23. Will the government confirm whether overtime is applicable only to hours worked outside the facility's regular operating hours?

a. Response: Please see Attachment 1 PWS 1.6.10

b. “Overtime must be authorized in writing by the COR.”

24. In response to question 40 in Amendment 0004 Q&A, “Will the Government accept interim or final CPARs in lieu of PPQs?” the government answered, “Yes.” However, this change was not included in Amendment 0005. Will the government continue to accept CPARs instead of PPQs?

a. Response: Please see Addendum to FAR 52.212-2 factor 2

25. What is the date of the solicitation?

a. Response: 36C77022R0006 Amendment 0005, page 3, Block 6

26. To what extent is the incoming contractor expected to absorb key personnel currently stationed in Hines who are already in place and will stay during the transition phase?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS".

27. Will this absorption include Facility Administrators?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS".

28. "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." How often does this occur?

a. This is an IDIQ, actual hours will be ordered via subsequent TOs. Hours in schedule are estimates only and not guaranteed

29. Is there a guaranteed minimum that’s paid for the day if staff are required to leave early?

a. Response: This is an IDIQ, actual hours will be ordered via subsequent TOs. Hours in schedule are estimates only and not guaranteed.

30. Since this procurement has been ongoing for the past 2 years, we would like to request a site visit to the CMOP location to better understand the overall operation. In our estimation, there may be changes and/or improvements in productivity and efficiency that may be essential to our proposal response and overall management plan.

a. Response: No additional site visits will be conducted.

31. If weather shuts down access to the Hines facility, will the government reimburse awarded small business for contracted employees arriving at the facility? If so, how many hours?

a. Response: This is an IDIQ, actual hours will be ordered via subsequent Task Orders (TO)s. Hours in schedule are estimates only and not guaranteed.

32. Are workers’ compensation cost estimates expected to be the same as those of prior years during this new period of performance? If so, must the contractor include estimates in overhead, or will there be equitable adjustments during the PoP?

a. Response: All unit prices are fully burdened rates. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

33. If the government sends contractor employees home due to reduced production needs during a week, how much will the government reimburse for their availability?

This is an IDIQ, actual hours will be ordered via subsequent Tos. Hours in schedule are estimates only and not guaranteed

34. Given that a) evaluation and awards have taken over 6 months, and b) the RFP Key Personnel clause requires that the contractor request and provide an FA that meets or exceeds the requirement, would the government protect the VA’s best value decision by keeping the award to the awarded contractor provided that the FA at start of the contract fully meets or exceeds the requirement?

a. Response: Evaluation will be conducted in accordance with Addendum to 52.212-2.

35. 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?

a. Response: Yes the contractor is responsible for onboarding and credentialing in accordance with the PWS. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth.

36. 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?

a. Response: Please see Attachment 1 PWS part 7.6, 8.8, and 8.9.

37. Will the awarded contractor's "Labor Relations" counsel be given access to the site on a periodic basis to work with on-site employees as needed?

a. Response: Please see Attachment 1 PWS part 8.12.

38. 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?

a. Response: This information is required by regulation "when the contract amount is expected to exceed the simplified acquisition threshold."

39. Can you elaborate on how the proposals will be evaluated? Specifically, what weight will be given to technical approach, past performance, and cost?

a. Response: Evaluation will be conducted in accordance with Addendum to 52.212-2.

40. Could you provide more details on the primary objectives the VA aims to achieve with this contract? Are there any specific outcomes or goals that are particularly important?

a. Response: Evaluation will be conducted in accordance with Addendum to 52.212-2.

41. Could you provide more details on the specific performance metrics and standards that will be used to evaluate contractor performance? Are there key performance indicators (KPIs) that the VA considers critical?

a. Response: Please see Attachment 1 PWS part 8.3 and attachments.

42. Are there any areas within the PWS that the VA considers particularly critical to the success of this contract?

a. Response: All requirements within the PWS are required to be performed. Evaluation will be conducted in accordance with Addendum to 52.212-2.

43. What are the specific compliance requirements and reporting mechanisms that contractors need to follow? Are there any particular formats or tools that should be used?

a. Response: Requirements are set forth in the PWS. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth.

44. Is the VA open to innovative approaches or process improvements that might enhance service delivery? If so, are there any particular areas where this is encouraged?

a. Response: All requirements within the PWS are required to be performed. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth.

45. Could you provide more detailed historical data or expected peaks in workload to better align our staffing plans?

a. Response: This is an IDIQ, actual hours will be ordered via subsequent TOs. Hours in schedule are estimates only and not guaranteed

46. Could you specify the security clearance levels required for contractor personnel, if any, to ensure compliance with VA protocols?

a. Response: The requirements are articulated in Attachment 1 PWS 24

47. What are the primary risks the VA anticipates with this contract, and what risk mitigation strategies does the VA expect contractors to propose?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

48. Are there specific mandatory training programs that contractor personnel must complete before starting work? If so, please provide details.

a. Response: Please see Attachment 1 PWS part 7.2.

49. Will the VA provide any equipment or supplies for contractor use, or is the contractor responsible for procuring all necessary items? If provided, what items are included?

a. Response: Please see Attachment 1 PWS part 8.9.

50. How will the VA provide feedback to the contractor throughout the contract period? Is there a structured process for continuous improvement and addressing performance issues?

a. Response: This will be matter of contract administration.

51. What are the VA’s expectations for the transition plan from the incumbent contractor to the new awardee, particularly regarding maintaining service continuity?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

52. Could you elaborate on the specific elements or formats expected in the Quality Control Plan to ensure it meets VA standards?

a. Response: Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

53. Are the shippers and packer positions required to be credentialed to a VetPro level given they are not clinically based, or is this only required for the Pharmacists and Pharmacy Technicians?

a. Response: Please see Attachment 1 PWS r3 part 6.1, 8.1, and 24.3

54. Does the VA want a clean copy of the revised proposal submission to accompany the marked up (e.g. highlights, redlines) version?

a. Response: Please refer to 36C77022R0006 Amendment 0005, Addendum to FAR 52.212-1

55. By “cover sheet,” does the VA mean the cover page of the proposal submission? If not, then where should this cover sheet be placed in the proposal response? (We recommend placing it after the cover page before the table of contents [TOC]).

a. Response: Please see 36C77022R0006 Amendment 0005, Addendum to FAR 52.212-1

56. Does the cover sheet count against the total page count for each Volume?

a. Response: No, it does not.

57. The phrase “a large number of contract personnel” is subjective and can potentially lead to Offerors being evaluated negatively for not meeting the VA’s minimum requirement. Provide the minimum number of contract personnel the VA deems compliant with the requirement “a large number of contract personnel.”

a. Response: Please see 36C77022R0006 Amendment 0005 PWS Paragraph 1.3 for historical data.

58. “FAs must be Six Sigma Certified at or above the Green Belt Level and/or be Project Management Certified.”

Will the VA allow vendors to present candidates with an equivalent number of years of experience that demonstrate their subject matter expertise and ability to manage large projects similar to this requirement? For example, candidates with 15-20 years of retail management experience in warehouses or in regional/district management roles would otherwise qualify for candidacy.

a. Response: Please see Attachment 1 PWS paragraph 3.1 which sets forth the mandatory requirements for Facility Administrators.

59. “3.1. FA – One FA required per shift” Would the VA allow Offerors to submit FA candidates for the second shift that do not hold the Six Sigma or Project Management certifications but are otherwise qualified to fulfill the FA duties as described?

a. Response: Please see Attachment 1 PWS paragraph 3.1 which sets forth the mandatory requirements for Facility Administrators.

60. “Include the actual number of pharmacists and pharmacy technicians currently on payroll, if any, and discuss the ability to reassign to the place of performance.”

This language implies the VA is seeking Offerors who operate in a “travel staffing” capacity with the ability to reassign and relocate existing staff to support CMOP staffing requirements. This approach incurs significant costs, especially to smaller SDVOSBs (e.g. 8(a) SDVOSBs), regarding employee stipends to cover lodging, transportation, and other relevant travel expenses. Will the VA revise this language to clarify the implications therein or remove the language altogether?

a. Response: PWS is clear on requirements. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS

61. Does this requirement imply that unless Offerors have personnel that can be reassigned, then their recruiting strategies will not be effective to staff the facility.

a. Response: PWS is clear on requirements. Proposal preparation and submission is a matter of business judgement. It is up to the offeror how to structure their proposal in order to meet the requirements set forth in the PWS