Attachment 7 - Lancaster Solicitation Amendment Question Response.docx

Lancaster Solicitation Amendment Questions 6/20/2024 2:00 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

Question: 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. We recommend the VA revise this language to clarify the implications therein or remove the language altogether.

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.

36C77022R0007+0005+Conformed

Response: Please submit all PPQs to Nicholas Schulte in accordance with updated instructions in Addendum 52.212-1 for submittal instructions. Comment by Levin, Jared M. (OGC): I still think you need to answer the specific question. I don't think the "Note for offerors who have already submitted proposals" is totally clear on this point. The way I read the note in relation to the question is that an offeror could rely on the old PPQs as long as the offeror resubmits the PPQs as part of the past performance volume and includes a cover sheet, which in this case would not reflect that a change was made to the PPQs. Is that right? Comment by Schulte, Nicholas L.: Correct. Same response provided in Hines Question 14.

PWS Language: “3.1. FA – One FA required per shift” Question: 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? For example, candidates with 15-20 years of retail management experience in warehouses or in regional/district management roles would otherwise qualify for candidacy.

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

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

Question: 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.

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

Question: 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.”

Response: Please see 36C77022R0007 Amendment 0005 PWS Paragraph 1.3 for historical data that represents weekly staffing requirements.

Question: If Offerors submitted experience references within the relevancy period for the initial proposal submission and those references are no longer within the 3-year period, will the VA still honor the initial submission?

Response: Please submit in accordance with updated instructions in Addendum 52.212-1 for submittal instructions.

Question: We recommend the VA remove this requirement from the solicitation as it favors the incumbent contractor.

Further, this requirement implies that the VA expects SDVOSBs to remove personnel from their current contracts to satisfy the CMOP staffing requirements, which is a high risk to Offerors for performance on their current contracts.

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

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

Response: Amendment 0005 replaces the prior Solicitation language, in its entirety, with a conformed version. To the extent there is any conflict between any prior versions before Amendment 0005, the newest version controls.

Response: Please refer to 36C77022R0007 Amendment 0005, Addendum to FAR 52.212-1

Response: Please see 36C77022R0007 Amendment 0005, Addendum to FAR 52.212-1

Response: Please see 36C77022R0007 Amendment 0005, Addendum to FAR 52.212-1

Response: Please see updated schedule which clarifies labor categories that are to be priced, and will subsequently be ordered via task orders. Labor categories not listed in the schedule will not be ordered or otherwise utilized under this contract.

Response: Any offerors who submit in accordance with the terms of 36C77022R0007 Amendment 0005(and subsequent amendments) may be considered for this opportunity.

Response: No request for “Shipper/Packer Lead”; the labor category will be removed from PWS. Comment by Levin, Jared M. (OGC): Please see comment above about a new price schedule. Comment by Schulte, Nicholas L.: Clin was not included in schedule, PWS referenced "Shipper/Packer Lead" once, which is being removed from PWS in AMD 0007.

Response: Pharmacy Technician Lead qualifications listed in PWS 4.4.1 is revised to clarify certified or non-certified. Comment by Levin, Jared M. (OGC): I guess you also will issue a revised PWS with the amendment? I have not see the revised Price Schedule or PWS, which is fine, but I just want to make sure that the changes described in this Q&A are actually implemented in the Price Schedule and PWS appropriately. Comment by Schulte, Nicholas L.: Correct. Requesting additional info from COR regarding cert/non-cert pharm tech. Separate CLINS, same tasks.

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.

Response: Please see 36C77022R0007 Amendment 0005, as this is defined under Sub-Factor A: Experience, paragraph a. Comment by Levin, Jared M. (OGC): Deleting to remain consistent with the answer to the previous question.

Response: Please see Attachment 1 PWS paragraph 3.1 which sets forth the mandatory requirements for Facility Administrators. Please see Attachment 1 PWS paragraph 2.3 for description of services.

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 solicitation.

Response: Please submit all PPQs to Nicholas Schulte in accordance with the submittal instructions in 36C77022R0007 Amendment 0005, Addendum to FAR 52.212-1.

Response: Please see Attachment 1 PWS, paragraph 1.6.10 “Overtime must be authorized in writing by the COR.”

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

Response: The Government anticipates awarding a single indefinite-delivery indefinite-quantity (IDIQ) contract under the solicitation. Accordingly, actual hours will be ordered via individual Task Orders (TOs). The hours in the Price Schedule are estimates only and not guaranteed.

Response: The Government anticipates awarding a single indefinite-delivery indefinite-quantity (IDIQ) contract under the solicitation. Accordingly, actual hours will be ordered via individual Task Orders (TOs). The hours in the Price Schedule are estimates only and not guaranteed.

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.

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.

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.

Instructions, Conditions, and Notices to Proposals

Note for offerors who have already submitted proposals Offerors who have previously submitted shall, in response to this amendment, include a complete submittal of all proposal volumes.

Even proposal volumes without changes shall be resubmitted in full. To facilitate evaluation, offerors must identify the changes in each proposal volume (e.g., highlighted text, strikeouts, or text change bars).

The government has issued an amendment permitting new companies to bid on this opportunity while also allowing the original bidders to resubmit their proposals with revisions. Will the government accept new proposals from the current bidders? If so, what will happen to the proposals they previously submitted?

Response: Please refer to 36C77022R0007 Amendment 0005, Addendum to FAR 52.212-1.

Services.

Subfactor B *Note: If a proposal includes a Facility Administrator that is unavailable at the time of anticipated contract award, that the proposal will be deemed unacceptable and ineligible for award.

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?

Response: Evaluation will be conducted in accordance with 36C77022R0007 Amendment 0005, Addendum to 52.212-2.

Instructions, Conditions, and Notices to Proposals; Factor 1 Sub-factor B Factor 1 Technical Capability, Sub-factor B: Program Management states: “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 and invoicing..”

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?

Response: Please see Attachment 1 PWS part 8.6, 9.8, and 9.9

Instructions, Conditions, and Notices to Proposals; Factor 1 Sub-factor 1.b 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?

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 in the solicitation.

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

36C77022R00070005

INSTRUCTIONS, CONDITIONS, AND NOTICES TO PROPOSALS

Submittal and Inquiries. – Proposal Format

Note for offerors who have already submitted proposals

Offerors who have previously submitted shall, in response to this amendment, include a complete submittal of all proposal volumes. Even proposal volumes without changes shall be resubmitted in full. To facilitate evaluation, offerors must identify the changes in each proposal volume (e.g., highlighted text, strikeouts, or text change bars).

A cover sheet shall accompany each volume. The cover sheet shall be clearly marked as to volume number, title, copy number, solicitation identification, offeror's name and must clearly identify which sections of the volumes have been edited since the prior submission.

The government stated that offerors who have already submitted proposals shall include a complete submittal of all proposal volumes. Does the government plan to allow other companies who have not submitted a proposal by January 27, 2023 (original due date) an opportunity to submit a response under Amendment 0005?

Response: Any offerors who submit in accordance with the terms of 36C77022R0007 Amendment 0005(and subsequent amendments) may be considered for this opportunity.

36C77022R00070005

INSTRUCTIONS, CONDITIONS, AND NOTICES TO PROPOSALS

Submittal and Inquiries. – Proposal Format - Volume III – Past Performance

6. Past Performance Questionnaires received directly from the contractor, as opposed to the responsible reference, will not be considered.

Will the government please confirm that if an Offeror uses a past performance reference as a subcontractor on a project, the Offeror should have the Prime of the contract to fill out the PPQ and submit it to the government?

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 solicitation. See 36C77022R0007 Amendment 0005, Addendum 52.212-1 for submittal instructions.

Does this opportunity have an incumbent? If so , who holds the recent contract?

Response: The current contract is 36C77024D0011.