36C77623R0149 0001_1.docx

SUBJECT*

ICFM 2023 re-compete [Base + 4 OYs] [VA-23-00044637]

GENERAL INFORMATION

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

POINT OF CONTACT*

Contract Specialist Orangella Bittick Orangella.Bittick@va.gov

(314) 894-6460

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

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. IMPORTAN

T:

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. ACCO

UNTING 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 AR

E 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 REJECTI

ON 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 th is 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 SI

GNER

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, et c.)

(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) 36C776 Department of Veterans Affairs Program Contracting Activity Central 6100 Oak Tree Blvd, Suite 490 Independence OH 44131 36C776 Department of Veterans Affairs Program Contracting Activity Central 6100 Oak Tree Blvd, Suite 490 Independence OH 44131 To all Offerors/Bidders

36C77623R0149

X X X

X The purpose of this amendment is to:

A. Respond to all Offeror questions pertaining to this Request for Proposal [RFP].

B. All submitted Offeror questions and Gov ernment responses are attached.

C. Please acknowledge receipt of this Amendment when submitting your RFP.

Page 1 of

CONTINUATION PAGE

ICFM VENDOR QUESTIONS and GOVERNMENT RESPONSE

Q01: Please provide the VHA’s preferred Labor Categories [LCATs] and estimated Level of Effort [LoE] for each task presented in your pricing spreadsheet.

A01: The labor categories and estimates need to be provided by the offerors based on the work described in the PWS and the key personnel specified in Section B.1 Part 9 – Key Personnel

Q02: The proposal instructions state that the CO wants the Past Performance Questionnaires [PPQs] in the Past Performance Volume. The PPQs state they are to be sent directly to the CO. Does the Government want the PPQs in the Past Performance Volume, sent directly, or both? If PPQs are not desired in the Past Performance Volume, do you want Relevant Experience forms/tables instead? Please verify the page limitations.

A02: It is the Government’s preference that all Past Performance Questionnaires [PPQs] be included in Volume III – Past Performance. However, as an option, the Government provided the ability to email PPQs to its representative by the proposal deadline in lieu of incorporating them into Volume III. The Government does not want Relevant Experience forms or tables included in the Past Performance Volume. The page limitations for Volume III – Past Performance listed in the TABLE: Volume, Title and Page Limitations remain unchanged.

Q03: The “expertise areas” listed as subfactors in the “Technical Experience” volume do not directly map to the task areas in the PWS. Does the Government want expertise narratives in those “expertise areas” or in the task areas enumerated in the PWS?

A03: Please use the PWS task areas for your response.

Q04: The proposal submission instructions do not state a requirement for Key Personnel resumés. However, section 9 strongly implies a requirement for resumés for 4 key personnel positions. Do you want resumés? If so, is there a preferred format or page limitation?

A04: There is no proposal requirement for the submission of Key Personnel resumes. However, in accordance with Sub-Factor 1.2, the proposal should “describe the Offeror’s hiring process that demonstrates how it will fill each Key Personnel Role with respect to this project in accordance with PWS Section 9.” The page limitations for Volume II – Technical Experience listed in the TABLE: Volume, Title and Page Limitations remain unchanged.

Q05: PWS, 6.2 Task Two – Collections Forecasting & Modeling: Is the Government open to the incorporation of advanced modeling techniques like artificial intelligence, machine learning, deep learning, and others to enhance the existing ICFM functionalities as part of the potential improvements?

A05: Yes, using any advanced modeling techniques is permissible as long as there is transparency on the modeling techniques used and the process is repeatable and auditable.

Q06: When referring to additional refinements for OF/RO consideration for the three model outputs, does this encompass both the front-end and back-end aspects of the system?

A06: It may be a possibility. The briefing can vary depending on the congressional question that needs to be answered.

Q07: PWS, 6.6 Task Six – Specialized Analyses: Can the specialized analyses and studies encompass the impact of various public health issues, not limited to infectious diseases such as COVID-19, but also including diseases and conditions that affect entire populations like diabetes and asthma? If so, should the labor categories involve expertise in public health?

A07: The specialized analysis or any studies is to be focused on the VA population and the impact of public health issues within this patient population whether it is COVID-19 or any relevant and immediate health issue[s]

Q08: Is a compliance matrix required? If so, can it be outside of Volume II Technical Experience page count?

A08: There is no proposal requirement for the submission of a compliance matrix.

Q09: How long does the Government anticipate the Government onboarding activities to take? [background checks, general account provisioning, special account provisioning for analyst and developers, such as for VPNs etc.]

A09: This can take a couple of months and does vary on the candidates who will handle the contract and their respective backgrounds. Some may have clearances while others will need to be processed by the VA.

R10: QUESTION 10 – REFERENCE: PAGE 109, E.1 52.212-1 TEAMING

Offerors / Potential Contractors who are contemplating a teaming or prime/subcontractor relationship must submit a signed plan by both parties clearly describing the specific roles and responsibilities of each party and the terms and conditions of the collaboration. Also provide the names and contact information of the primary points of contact of each party.

Q10: When is the signed plan due?

A10: The signed plan is due at the same time that proposals are due: 12 October 2023 – NLT 2:00 PM Eastern Daylight Time [EDT].

A11: Yes, the Government will accept electronic/digital signatures on RFP documents.

REFERENCE FOR QUESTIONS 12 – 18: SECTION 6.2 TASK TWO – COLLECTIONS FORECASTING AND MODELING OF/RO intends to develop a new version of the Integrated Collections Forecasting Model [ICFM]. Accordingly, the contractor shall explore, design, validate, and implement a model with any variables for enhancements.

Q12: Is the Offeror required to operate, maintain, and support the existing ICFM Model through delivery of the new Integrated Forecasting Model [deliverable 6.2.1] in May?

A12: Yes

Q13: Is the Offeror intended to provide “Implementation of Variables and Enhancements to the existing Financial Model [deliverable 6.2.2] until delivery of the new ICFM model [6.2.1] in May?

A13: Yes

Q14: Is the intent for the new ICFM model to be built from the ground up, or is the intent to provide iterative improvements on the existing model?

A14: Once the existing ICFM model is handed over to a new team, we can make adjustments to the model that can help improve it or start a new model from scratch assisting with newer modeling approaches that include AI integration or other relevant factors.

Q15: Does the Government intend for the Offeror to develop the model in Government-provided computing environments [Sandbox/Dev, Test, QA]?

A15: Yes

Q16: Does the Government intend that the Offeror use Government provided applications/tools for model development? Or is the Offeror expected to provide its own tools, application and licenses?

A16: The government will provide the applications and tools as needed.

Q17: What solutions/tools and infrastructure form the existing ICFM Model?

A17: Currently the ICFM model and associated files are stored in a NIST 800-171 AWS cloud environment of the following specifications:

Hardware:

· AMD64 server;

· 20 GB SAS home operating drive, 100 GB temp space, and ~520 GB archived data + ~100 GB of non-archived data; and

Software:

· SAS 9.4M5, WX64_SV operating system

Q18: Regarding “Potential deliverables include, but not limited to, the following”, how can Offeror bound this requirement to develop the required effort for Fixed Price submittal?

A18: On an annual basis we have ongoing and new requirements for Ad hoc requests. Many of those requests are tied to legislative activity that we cannot control or predict. Our best estimate for level of effort is historical workload volume.

A19: In general, we use MS-SQL to conduct data analytics and use Word, Excel, and/or PowerPoint to display analysis and results.

REFERENCE FOR QUESTIONS 20 – 21: SECTION 6.5 TASK FIVE – AD-HOC AND ROUTINE DATA ANALYTICS The contractor must be familiar with VHA datasets [e.g., VDE and CDW] and VHA web-based reporting system currently available [e.g., mPower, POWER+, and VSSC]

Q20: What is the complete list of tools currently in use and expected to be included in the new Integrated Forecasting Model?

A20: Current, the following SAS packages are used:

· Base SAS;

· SAS/STAT;

· SAS/ETS;

· SAS Integration Technologies;

· SAS/Secure 168-bit;

· SAS/Secure Windows;

· SAS Enterprise Guide;

· SAS/ACCESS Interface to PC Files;

· SAS/ACCESS Interface to ODBC;

· SAS Workspace Server for Local Access;

· High Performance Suite;

· SAS Add-in for Microsoft Excel;

· SAS Add-in for Microsoft Outlook;

· SAS Add-in for Microsoft PowerPoint; and

· SAS Add-in for Microsoft Word Q21: Does the COR currently manage the Ad-Hoc report requests, or does the Offeror need to create a process to manage the 10 monthly Ad-Hoc report requests?

A21: Ad-Hoc report requests come from the COR.

R22: QUESTION 22 – REFERENCE: 6.7 TASK SEVEN – BUSINESS ANALYSES IMPACTED BY VA’S EHR TRANSITION To date a limited number of VAMCs are operating on the new EHR platform. VA will continue to maintain and support its legacy EHR systems until every VA medical facility has the new EHR solution.

Q22: What are the five VA “Go-Live” sites using the new EHRM program? Which VA Networks are these sites located in?

R23: QUESTION 23 – REFERENCE: 6.7 TASK SEVEN – BUSINESS ANALYSES IMPACTED BY VA’S EHR TRANSITION The contractor shall provide data analytical support for selected sites as appropriate to their transition phase.

Q23: Will the Government provide some estimate of the number of deliverables or expected level of effort? As this statement is rather open ended for firm fixed price contract.

A23: VA’s EHR transition deployments are currently paused across the nation. There isn’t an updated schedule available now. We’re anticipating at least one EHR transition occurring in CY2024, with details on other transitions forthcoming.

R24: QUESTION 24 – REFERENCE: PLACE OF PERFORMANCE

The contractor shall support this effort via virtual meetings or at approved contractor facilities as directed by the COR and mutually agreed to by the contractor.

Q24: Offeror needs work locations in order to accurately provide FFP costs. Will COR specify work locations in advance of submittal, or will COR accept FFP changes when final work locations are approved?

A24: 100% remote work.

R25: QUESTION 25 – REFERENCE: 15.2.b ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information.

Q25: What is the level of sensitivity or investigation requirement for each of the roles and Key Personnel? [This is also reflected in 15.12. Confidentiality and Non-Disclosure, 9.3]

A25: The level of sensitivity / investigation for each of the roles and Key Personnel is Tier 1 – Low Risk.

A26: A background investigation will be initiated in a secure Electronic Questionnaires for Investigations Processing [e-QIP] system. e-QIP is where one completes his/her security questionnaire and begin his/her background investigation. He/She has 7 calendar days to complete the online e-QIP questionnaire otherwise the background investigation is subject to cancellation.

R27: QUESTION 27 – REFERENCE: C.4 52.237-3 CONTINUITY OF SERVICES [JAN 1991]

Contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees.

Q27: Is the incumbent obligated to support this knowledge transfer and training clause under their existing contract?

A27: Yes, the FAR Clause 52.237-3 Continuity of Services is included in the incumbent’s current contract.

A28: Teaming Agreements should be provided as a separate attachment of no more than 03 pages. Please see updated TABLE in Government response to Question 32.

A29: There is no proposal requirement for the submission of resumes. Please see Government response to Question 04.

A30: No

A31: Yes, the Government will allow 9-point font for information included within tables and 8-point font for information contained in graphics.

A32: The Cover Page is not a separate 02 page document; it is part of Volume I. Please see updated TABLE below:

Volume, Title and Page Limitations

None

Note: References will be complete and provide the Past Performance Questionnaire [PPQ], Solicitation Attachment C, to the Government. Provide no more than three [03] PPQs. PPQs will not be included in the page count limitation.

OR

Contractor Name_PriceCostSchedule.xlsx None

Attachment A: ICFM Price/Cost Schedule

A33: Correct

A34: Yes

A35: Use SFTP [PuTTY] and/or Microsoft One Drive to move data between local machines and VA data system.

A36: The program office will determine how to share information by the requestors of that information.

A37: Yes

A38: Yes

A39: Once awarded, this program office will share relevant historical data/reports.

A40: If deemed relevant to improve efficiency and effectiveness of current forecasting model.

A41: Currently, we don’t have sufficient inputs for ICFM to forecast/allocate miscellaneous collections target [i.e., parking, leases, etc.]. We are using historic collection results to estimate/extrapolate future target to each VAMCs.

A42: Last day of May during each year of the contract.

A43: Revenue Operation’s Business Information Office will provide or facilitate provision of requested data.

A44: No more than 10 ad-hoc requests per month.

A45: Yes

A46: No. The ICFM model is only for MCCF collections.

A47: Yes. Community care funds include the Third party fund [528713] and the First party fund [528714].

A48: We are uncertain when/if a separate forecasting model will be required for sites that have transitioned to Cerner. Once the EHR transitions resume and the data flows are understood, we will reengage on this issue.

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