Attachment 10 - Lancaster Questions and Answsers.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- Q517--Staffing Service Lancaster Federal contract opportunity
- Solicitation number
- 36C77022R0007
About this file
This document contains questions and answers related to a federal contract opportunity for staffing services at the Lancaster Community Based Outpatient Pharmacy (CMOP) for the Department of Veterans Affairs (VA). The key details are:
The VA is seeking a Service-Disabled Veteran-Owned Small Business (SDVOSB) contractor to provide staffing services for pharmacists, pharmacy technicians, shipping/packaging personnel, and facility administration at the Lancaster CMOP. The contract is a set-aside for SDVOSBs. The questions and answers provide clarification on staffing requirements, timekeeping processes, personal protective equipment, past performance requirements, resume requirements, and proposal submission instructions. The VA has issued amendments to revise the solicitation, including changes to the proposal evaluation criteria and the staff matrix. Offerors are advised to review the latest amendments prior to submitting their proposals.
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Sheet1
| RFP Section | Page | Question | Government Response | ||
| PWS Attachment 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. | ||
| RFP 36C77022R0007 | 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 | 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. | |||
| RFP 36C77022R0007 | 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 | 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 | 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 | 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 | 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 36C77022R0007 | 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 36C77022R0007 | 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 36C77022R0007 | “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 36C77022R0007 | 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 5 | On the Staff Matrix attachment 5 , 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. | |||
| On Attachment 5, 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 | 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 | 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 | 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 | 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 | Is the facility open and operating 24 hours? | ||||
| No. The facility is not open and operating 24 hours. See PWS 1.6.1 | |||||
| RFP 36C77022R0007 | 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 36C77022R0007 | 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. | ||||
| 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 52.212-2 | Page 38 | FACTOR 1 Technical Capability 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 52.212-2 | Page 38 | FACTOR 1 Technical Capability. 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 37 pharmacists and pharmacy technicians; and 38 shipper/packers (unskilled labor) for a total of 75 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 52.212-2 | Page 38 | FACTOR 1 Technical Capability. 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 37 pharmacists and pharmacy technicians; and 38 shipper/packers (unskilled labor) for a total of 75 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 52.212-2 | Page 39 | FACTOR 1 Technical Capability, 1) Sub-factor A: Staffing Plan. The evaluation criteria state, “Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the Lancaster 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 52.212-2 | Page 39 | FACTOR 1 Technical Capability, 1) Sub-factor A: Staffing Plan. What forms of documentation will the Government consider compliant in demonstrating an offeror’s “experience in navigating the VA’s unique credentialing, background, and on-boarding processes for a large number of contract personnel” for this requirement? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| ADDENDUM TO FAR 52.212-2 | Page 40 | FACTOR 2 Past Performance. 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 5 - 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 6 – 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. | |||
| if my company has no relevant history but our teaming partner has an extensive history, would we be compliant with Past Performance utilizing theirs in lieu of our own? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| 32 | In order to get maximum competition from qualified vendors, would the government please consider changing the submission method to an email rather than physical mail delivery of Hardcopies and CDs? Given the close proximity of the final date for questions and the solicitation due date (December 23 and January 6, respectively), it is possible that some offerors may have mailed in their hard copy submission before all potential amendments can be acknowledged. | See Amendment 0002 to the solicitation which revised proposal submission instructions. | |||
| Subrontactor Consent Form | 38,40 | This form is mentioned in the evaluation factors for both the Technical and Past Performance Volumes. Should it be included in both volumes, or is it preferred to only be included in one of them? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| 33 | This form that is required in Volume 1 did not seem to be supplied with the RFP. Can the government please provide a template? | See Amemdment 0004 which attaches the BAA. | |||
| PWS/SM | There seems to be numerous discrepancies between the PWS and the Staff Matrix in regard to estimated FTEs (for example the Staff Matrix shows about 50.5 FTE Shipper/Packers (105,040/2080) and the PWS shows 115 FTE). Please confirm which document has the more accurate counts? | See Amendment 0002 to the solicitation which revised evaluation criteria. | |||
| PWS, SM | Can the government please provide a list of specific equipment, office supplies, office machines, and furniture that the offerors are expected to provide to ensure the government gets the most accurate, cost-effective quote possible? | 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, SM, RFP | If a position is listed as a “Key Personnel” in the PWS but does not have any hours assigned to it in the staff matrix, are offerors still expected to provide a resume for that position in their response? (For example, a Lead Pharmacist is considered a Key Personnel, but has 0 hours assigned on the staff matrix.) | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. See Amendment 0004 to the soliciation which revised the PWS and Staff Matrix. | |||
| PWS, SM, RFP | Is the number of resumes required at proposal tied to the estimated annual hours in the Staff Matrix, or is it one per labor category designated as a Key Personnel? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. See Amendment 0004 to the soliciation which revised the PWS and Staff Matrix. | |||
| SM | Should offerors complete itemized pricing for line items that have an estimated quantity of 0? | See Amendment 0004 to the solicitation which revises the Staff Matrix. | |||
| SM | Can the government please confirm if the omission of a Fringe Benefits column for each ordering period is intentional? As it is, the itemized cells will not cleanly add up to the totals. | See Amendment 0004 to the solicitation which revises the Staff Matrix. | |||
| SM | Several cells requesting dollar amounts are locked in a date format. Can the government please correct the spreadsheet to remove these limitations? | See Amendment 0004 to the solicitation which revises the Staff Matrix. | |||
| SM | Should there be rows for Pharmacist Lead Night and Pharmacy Technician Lead Night? | See Amendment 0004 to the solicitation which revises the Staff Matrix. | |||
| SM | Should row 17 read “Pharmacy Technician Overtime (in excess of 40 hours per week)”? | See Amendment 0004 to the solicitation which revises the Staff Matrix. | |||
| PWS | Section 7.4 states the CMOP will provide disposable PPE as required by OSHA but 8.10 says that contractors are responsible for providing PPE during a pandemic or for other health/safety reasons. Please provide additional clarification on the contractor’s responsibility to provide 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. | |||
| PWS | Section 7.4 states the CMOP will provide disposable PPE as required by OSHA but 8.10 says that contractors are responsible for providing PPE during a pandemic or for other health/safety reasons. Please provide additional clarification on the contractor’s responsibility to provide PPE. | No. VA will provide masks and hand sanitizer stations during pandemics. | |||
| PWS | Is the requirement for the contractor to provide PPE during a pandemic or other health/safety reason only for administration staff? | 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. | |||
| PWS | Are contractors currently required to provide additional PPE? If so, what PPE is the contractor currently required to provide? | 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. | |||
| 39 | Are sentences 3-5 of this paragraph (copied below) instructions for the resumes themselves or are they requests for additional items/narratives on top of the requested resumes? Sub-factor D: Key Personnel - Provide the names and qualifications of the Key Personnel, referenced at PWS Para 3, proposed for this project in the form of resumes. Resumes for each individual must include educational qualifications, if applicable. Clearly present the separate credentials of each proposed key team member and provide a concise summary of each individual’s separate duties and responsibilities as proposed for this solicitation. Describe up to three (3) examples demonstrating the experience of each individual designated as key personnel. Projects should be relevant examples of similar size, scope, and complexity. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | |||
| 39 | Please confirm if there is a specific required format for clearly presenting the separate credentials of each proposed key team member? Will a statement on their resume suffice? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | |||
| site visit | During a recent site visit at the Lancaster, TX CMOP location, it was mentioned that the contractor is expected to certify top-performing workers as “certified staff trainers,” which were approved by the VA to provide training for newly hired personnel on standardized processes and procedures. We are curious if this process applies to the Leavenworth CMOP location as well. | This procurement does not require "certified staff trainers". Please refer to the PWS 5.0, Tasks. | |||
| site visit | Are these certified staff trainers the same as the leads for each discipline? | This procurement does not require "certified staff trainers". Please refer to the PWS 5.0, Tasks. | |||
| site visit | If these certified staff trainers are not the leads, will the government consider putting them on a separate line item on the staff matrix to provide additional compensation for the extra responsibilities and requirements? | This procurement does not require "certified staff trainers". Please refer to the PWS 5.0, Tasks. | |||
| site visit | Is the government going to provide training covering best practices and expectations for these certified trainers to prepare them for their new role or is this training the contractor’s responsibility? | This procurement does not require "certified staff trainers". Please refer to the PWS 5.0, Tasks. | |||
| PRS | Will the government please define the performance standards for each labor category? | Performance Standards are located at PWS Paragraph 10.0. | |||
| PRS | Will employees tasked with onboarding/training new staff be held to the same performance standards as the individuals in their labor category that do not have that additional responsibility? | The contractor's portion of onboarding is the responsibility of the FA unless the contractor elects to use their own Administrative Staff to complete these tasks, see PWS Paragraph 2.3 for clairty. No other labor categories bear the responsibility for onboarding training new staff. | |||
| Would the Government consider changing the Experience and Past Performance requirements to focus on the numbers of Pharmacists and Pharmacy Technicians and Shipper/Packers hired and placed in total across the organization, and not under a single contract in a specific geographic region? The current language could be considered “unduly restrictive” under the Competition in Contracting Act of 1984, which requires that requires that solicitations generally permit fair competition and contain restrictive provisions only to the extent necessary to satisfy the needs of the agency (See 10 U.S.C 2305(a)(1)(B)(ii)(2006). The language as currently written favors the incumbent offeror/team in that few facilities outside of the CMOPs themselves contain this number of FTEE under a single contract and in a specific location. GAO has noted in numerous pre-award protests that unduly restrictive language tied to experience and past performance requirements must be reasonably necessary to meet the agency’s needs, and that the agency much ensure that it is rational and can withstand logical scrutiny. | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| 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 32 | 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 32 | 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 37 | FACTOR 1 Technical Capability 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 | FACTOR 1 Technical Capability. 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 of 37 pharmacists and pharmacy technicians; and 38 shipper/packers (unskilled labor) for a total of 75 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 | FACTOR 1 Technical Capability. 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 37 pharmacists and pharmacy technicians; and 38 shipper/packers (unskilled labor) for a total of 75 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 38 | FACTOR 1 Technical Capability, 1) Sub-factor A: Staffing Plan. The evaluation criteria state, “Provide the actual number of pharmacists and pharmacy technicians currently on payroll within a fifty-mile radius of the Leavenworth 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 38 | FACTOR 1 Technical Capability, 1) Sub-factor A: Staffing Plan. What forms of documentation will the Government consider compliant in demonstrating an offeror’s “experience in navigating the VA’s unique credentialing, background, and on-boarding processes for a large number of contract personnel” for this requirement? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||
| Page 39 | FACTOR 2 Past Performance. Will the Government accept interim or final CPARs in lieu of PPQs? | Yes. | |||
| Attachment 1 – PWS | 3. Key Personnel, 3.1 Facility Administrator. 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 5 - 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 6 – 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. | |||
| 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 Lancaster CMOP”) ? | See Amendment 0002 to the solicitation which revised proposal submission instructions and evaluation criteria. | ||||
| Does the VA have an estimated timeframe for when they plan on releasing the answers to questions? | 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. | ||||
| 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. | ||||
| RFP | 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 | 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 | 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 | 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 | 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 | 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 | 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. |
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