36C77619Q0108-0001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 07-15-2019 N/A 00776 Department of Veterans Affairs Program Contracting Activity Central 6150 Oak Tree Blvd, Suite 300 Independence

OH

44131 00776 Department of Veterans Affairs Department of Veterans Affairs 6150 Oak Tree Blvd, Suite 300 Independence

OH

44131 To all Offerors/Bidders

36C77619Q0108 07-09-2019

X X

X The purpose of this amendment is to answer questions asked pertaining to solicitation 36C77619Q0108. See continuation pages for answers to questions.

Adeitra Jimmison

CONTINUATION PAGE

1. Question: Will the Government consider setting this opportunity as total small business or 8(a) small business?

Government Response: No, the solicitation is published as an SDVODB set-aside.

2. Question: Who is the incumbent provider (please provide both business name and DUNS #) for the services required in Solicitation # 36C77619Q0108?

Government Response: This work is considered new.

3. Question: What is the contract # for the services provided by the incumbent provider for Solicitation # 36C77619Q0108?

Government Response: See Government Response pertaining to question #2.

4. Question: What is the original solicitation # that corresponds to the contract held by the incumbent provider for Solicitation # 36C77619Q0108?

Government Response: See Government Response pertaining to question #2.

5. Question: Has an RFI, Sources Sought or Presolicitation Notice been released for the requirements in Solicitation # 36C77619Q0108 and if so, where have those been posted?

Government Response: This solicitation was published as a combined synopsis/solicitation.

6. Question: What is the anticipated or projected acquisition timeline for the requirements in Solicitation # 36C77619Q0108? Please provide a calendar date for each of the following:

a) proposal evaluation period;

b) contract award; and,

c) start of first period of performance.

Government Response:

a) proposal evaluation period; 7/23 – 9/2

b) contract award; and, 9/3

c) start of first period of performance. 9/16

7. Question: How can vendors get additional information on the requirements in Solicitation # 36C77619Q0108?

Government Response: All amendments or additional information concerning this RFQ will be published to Federal Business Opportunities.

8. Question: Could you please tell me if this is a new requirement, or if there is a current or previous contractor who has performed similar services? If available, can you please send along the incumbent contract or task order number?

Government Response: See Government Response pertaining to question #2.

9. Question: Would the government consider changing the NAICS code to 541519 or 541512? Since governance support is required for IT programs, IT products, and IT services, changing to NAICS code to the more IT-centric 541519 or 541512 will ensure offerors have capabilities and experience related to governance support within an IT environment.

Government Response: No

10. Question: The top of page 5 of the solicitation document (36C77619Q0108-000) states “SAM will be checked to verify the quoter’s status before evaluations are conducted.” Is this the only means the government will use to verify SDVOSB status of each offeror?

Government Response: No, status will also be verified in accordance with VAAR 852.219-10.

11. Question: The PWS outlines a number of recurring meetings from a number of working groups at various levels of the organization. Are the meetings scheduled such that no overlap of meetings would occur? (For instance, do the RC, EC, and Governance Workgroups meet on the same days at the same times?)

Government Response: If a meeting overlap situation were to occur the government would identify which meeting would take priority for attendance.

12. Question: Are the duties outlined in this PWS currently assigned to another contractor? (e.g. is there an incumbent?) If so, what is the award number of the current contract?

Government Response: See Government Response pertaining to question #2.

13. Question: Does the Government anticipate the skill set of individual(s) whom is(are) able to analyze and report on budgetary requirements, programs, and field funding requirements, and funding policies and directives funding policies and directives, IT Appropriation Law, etc at the level necessary to succeed in this contract?

Government Response: The contractor is responsible for determining the appropriate skillset to satisfy the requirements of the Performance Work Statement.

14. Question: The descriptive information for travel in section 4.3 tables and tasks outlined in 5.0 are detailed provide descriptive information for pricing. Similarly, could we get data in terms of the labor hours currently expended, as a baseline on an annual basis, preferably distributed to the tasks, for current services and a VHA estimate of how they services may change or adapt to forecasted VHA Governance PPBE and IT service provisions? This would level the field among all interested bidders as to the baseline to estimate and more draw out the capabilities, discriminators and cost to provide these services.

Government Response: This is a performance-based acquisition whereas a quality assurance surveillance plan will be used to monitor performance. Therefore, it is up to the contractor to determine the appropriate level of effort and mix of labor to accomplish the work.

15. Question: Could we get a table similar to travel in 4.3 that outlines current labor categories distributed to tasks (5.0) so we can evaluate baseline and forecasted changes to VHA governance requirements.

Government Response: See Government Response pertaining to question #14.

16. Question: PWS, para. 5, Task 5.1: “Additionally, there are Office of Information and Technology (OIT) sponsored meetings to discuss budget related issues that are supported by VA IT.” Please clarify frequency of these meetings.

Government Response: Budget related meetings occur 24 times per year.

17. Question: PWS, para. 5, Task 5.2: “To support the BoG, ITC representatives participate in meetings such as the Executive Committee (EC), the Resource Committee (RC), and governance workgroups that fall directly under the BoG.” Please clarify the frequency of these meetings? (also referenced in the deliverables section (B9))?

Government Response: The Executive Committee (EC) meets 12 times per year. The Resource Committee meets 12 times per year. The governance workgroup (ITW) meets 14 times per year.

18. Question: Page 7, Deliverable 5.3.3: Can the government confirm that the deliverable is to package existing/provided materials in support of the monthly ITC meeting and not create new presentations?

Government Response: The meeting agenda and action items are prepared, managed, and updated by contract support. The remaining work is to package existing and/or provided materials – which includes the review and analysis of the materials and providing feedback on the quality and content of the materials.

19. Question: Page 12, section 6.5 states that “the government will provide office space…when authorized contract staff work at a Government location”. Can the government confirm the number of seats available in the office space?

Government Response: One cubicle space will be provided.

20. Question: Page 13, section 6.6 states that “a government furnished laptop will be provided”. Can the government confirm the number of laptops that will be provided?

Government Response: At a minimum one individual will be provided a government furnished laptop. Any additional government furnished laptops will be provided on an as needed basis based on OIT laptop availability.

21. Question: On page 8 of the solicitation, the description of the Technical Volume includes the statement “In addition to the meeting the requirements of the PWS, the Offeror shall provide demonstrated experience of the proposed key personnel as it pertains to governance, policy, budget reporting and implementation of these activities with the Department of Veterans Affairs, the U. S. Federal Government and/ or industry.” however, there is no other reference to key personnel requirements. Can the government please clarify key personnel requirements and how key personnel should be addressed in the staffing plan of the technical volume?

Government Response: The contractor is responsible for determining the appropriate skillset to satisfy the requirements of the Performance Work Statement. Further it is up to the contractor how to address the staffing plan in the technical volume.

22. Question: For the deliverables described in Tasks 5.1 through 5.4, are there already developed templates that the awardee would be required to align to, or will the awardee be expected to create templates for the deliverables during project initiation?

Government Response: The government will provide previously developed templates and/or provide guidance on developing any templates that do not exist.

23. Question: The Government proposes to issue and Firm-Fixed Price (FFP) contract resulting from this solicitation and requires the vendor to submit a Staffing Plan and FFP quote as part of our proposal. However, the Performance Work Statement (PWS) related to the solicitation does not currently provide adequate information for vendors to estimate a Basis of Estimate (BOE) to support development of a Staffing Plan and FFP proposal. The PWS cites the vendor will attend and prepare various documentation related to meetings held by the following groups:

· Veterans Affairs (VA) Information Technology (IT) governance and VA IT budget related meetings

· VHA Governance Integration Activities and Governance workgroups

· VA IT/Non-IT Workgroup (ITW) For each group covered by this PWS, would the Government please provide the number of groups/subgroups and the number and frequency of meetings within scope. Or, alternatively, would the Government please provide it’s estimated level of effort for this effort?

Government Response: 5.1.1 Number of meetings – Budget related meetings – 24 per year. Board of Governors meetings - 12 per year. ITC meetings - 12 per year (with 24 ITC pre-meetings per year). Governance Support Team meeting – 52 per year. Governance Workgroup (ITW) meetings – 14 per year. Business Relationship meetings – 24 per year.

24. Question: Do all past performance references have to be from the Offeror or can a team member provide a relevant past performance reference for this solicitation?

Government Response: Past performance references can be submitted from other than the prime contractor.

25. Question: The PWS does not identify Key Personnel requirements, are you asking bidders to identify proposed key personnel in our proposals?

Government Response: See the Technical Submission Instructions on page 8 of 14.

26. Question: Are most meetings in-person at VACO or virtual through online resources?

Government Response: Contract support will be located on site. Meetings are both onsite and online.

27. Question: Is the entire contract team expected to work on-site at VACO every day or only to support meetings?

Government Response: At least one individual should be on site each day.

28. Question: Does the contract team have a speaking/presenting role in any meetings or are they only providing administrative meeting support?

Government Response: Contract support will have speaking roles. They will be required to present at and facilitate meetings.

29. Question: Does the contract team provide and analytical findings or recommendations to support IT decision making or are the tasks primarily administrative meeting support?

Government Response: Contract support will be required to provide analytical findings and provide recommendations to support IT decision making.

30. Question: How many on-site seats are available for the contract team at VACO?

Government Response: One cubicle space will be provided.

31. Question: Will the government issue GFE laptops for each team member?

Government Response: At a minimum one individual will be provided a government furnished laptop. Any additional government furnished laptops will be provided on an as needed basis based on OIT laptop availability.

32. Question: What is the historical level of effort for this contract?

Government Response: See Government Response pertaining to question #14.

33. Question: Has the scope changed since the previous contract? Can you please describe the scope change?

Government Response: See Government Response pertaining to question #2.

34. Question: Would the government please provide a one week extension to allow for response time of the Q&A to be incorporated into proposals?

Government Response: No, all quotes shall be submitted by the due date in the solicitation to be eligible for award.

35. Question: If a monthly meeting is cancelled how does that effect contractual deliverables tied to that cancelled meeting?

Government Response: In the event a meeting is cancelled the meeting will be rescheduled. An appropriate amount of time will be provided to allow for submission of associated meeting deliverables.

36. Question: When is the anticipated start date?

Government Response: See Government Response pertaining to question #6.

37. Question: Will there be a transition period from the previous contractor built into the schedule?

Government Response: No

38. Question: Is there a limit to the number of contractor attendees from the team that can attend meetings?

Government Response: No more than two contractor attendees will be allowed to attend meetings. The number of allowed attendees may change based on the type of meeting.

39. Question: What is the estimated frequency of the VA OIT budget related meetings?

Government Response: There are 24 budget related meetings per year.

40. Question: Can the government provide a redacted sample of the monthly VA IT governance and budget summary report?

Government Response: The report will be provided at the time of award.

41. Question: Can the IT Governance and Budget Summary Report be completed based on the meeting attendance or is additional research and data collection necessary outside of the meeting support?

Government Response: Additional research and data collection may be required outside of the meeting.

42. Question: Will the contractor team be invited to attend the governance workgroup meetings or only through reviewing pre- and post-meeting materials?

Government Response: The contractor team will attend the governance workgroup meetings.

43. Question: What is the frequency of the committee/sub-committee and governance workgroup meetings?

Government Response: Number of meetings – Budget related meetings – 24 per year. Board of Governors meetings - 12 per year. ITC meetings - 12 per year (with 24 ITC pre-meetings per year). Governance support team meeting – 52 per year. Governance workgroup (ITW) meetings – 14 per year. Business Relationship meetings – 24 per year.

44. Question: Will the contract team need to create presentations for the BOG ITC meetings or is the team collecting presentations from individual presenters?

Government Response: The meeting agenda and action items are prepared, managed, and updated by contract support. The remaining work is to package existing and/or provided materials – which includes the review and analysis of the materials and providing feedback on the quality and content of the materials.

45. Question: Is the contract team responsible for tracking the ITW VHA requests? What tool is used for tracking currently?

Government Response: The contract team will not be responsible for tracking ITW VHA requests. Database tools are used to track the requests. Access to appropriate databases will be provided.