36C79120R0003-0001004.pdf

36C79120R0003 - SDC Materials & Handling

Questions and Answers - 1

March 16, 2020

Q1. Who is the incumbent for the existing EDOS requirement?

A1. This is a new requirement that is combining previous established materials handling requirements with new additional work in support of the CPAP program. The prior contract established warehouse materials handling under the Enterprise Distribution Operations Services (EDOS) in which storage focused warehouse operations that provided logistical support to the VA in issuance of flags, publications, forms and x-ray film to VA facilities and Veterans which was awarded to Ability One. The new requirement is increasing operations from EDOS to include Healthcare Equipment related materials and now is referred to as Just in Time Warehouse Operations for Healthcare Equipment Distribution Operations Section (HDOS).

Q2. It is not listed on the beta.sam.gov site that 36C79120R0003 has no set aside. However, within attachment "36C79120R0003 36C79120R0003.docx" there is a listed set aside.

Can you please clarify.

A2. This requirement is 100% set aside to SDVOSBs.

Q3. Factor 1 "Technical Capability" is comprised of Subfactor 1 – Contract Management Plan, Subfactor 2 – Staffing Plan and Subfactor 3 – Quality Control Plan. Our experience sustains that to provide a good Quality Control Plan and Risk Mitigation Plan alone can easily consume 8-10 pages each (that is, approximately 16-20 pages for both), in addition, the Staffing plan will easily consume approximately 5-6 pages and the remaining portions of Subfactor 1, .i.e, Employee roles and responsibilities; Daily work execution, work observation, and control; Contract success; and Transition Plan (a comprehensive approach to transition required services from the incumbent to the new contractor) at least 6-7 pages. That's approximately 30-33 pages in the low end at best.

Please reconsider the page count for Subfactor 1 and adjust to an adequate page count to provide the Government a narrative that expresses convincing documentary evidence in support of conclusive statements of how contract requirements will be met.

A3. After further review we will increase the page limit to 45 pages.

Q4. The Government makes no mention for requiring an index, glossary etc – are these required and if they are, are they included in the page count?

A4. Glossary and index are not required. If you wish to add them the limit is 2 pages and it does NOT count against page count.

Q5. Do Contractors need to complete clauses in E.3 and E.4 if they are registered in SAM? If so, should this be submitted with the SF 1449 file?

A5. Yes, please complete all clauses and submit with SF1449 as Volume 4 – Administrative.

Q6. Do contactors need to complete clauses in E.11 if they are registered in SAM?

A6. Yes, please complete all clauses and submit with SF1449 as Volume 4 – Administrative.

Q7. Are resumes counted in the Page Count under the Staffing Plan?

A7. No, resumes are not counted as part of the page count.

Q8. Please confirm the solicitation response due date. Beta.SAM says 04/06 and the solicitation says 04/08.

A8. Solicitation response date is 4/8/2020 by 1200 MST.

Q9. What is the current contract number, and can you please provide a copy?

A9. Ability One is the current contract holder for the EDOS requirement. There is no HDOS contract in place as it is a new requirement. No copy of contract will be provided.

Q10. Please provide the current organization structure with headcount A10. Currently the EDOS requirement has 7 workers with 2 supervisory. Refer to 3.3.3 Current and Historical Data.

Q11. Regarding pallets, packaging, labeling, dunnage, stretch-wrap, tape, etc .materials, who is responsible for planning, purchasing and paying for these materials?

A11. The Department of Veteran Affairs Q12. Who is responsible for Delivery Truck, Material Handling Equipment, Stretch Wrappers, Auto-baggers, etc. maintenance?

A12. The Department of Veteran Affairs, unless negligence by contractor is determined.

Q13. Who is responsible for fuel for the Delivery Truck and Material Handling Equipment?

A13. The Department of Veteran Affairs Q14. Who is responsible for shipment coordination, selecting and scheduling carriers, preparing shipment documentation (Bills of Lading, Shipping Declarations, Manifests, etc.?)

A14. The Department of Veteran Affairs has formal guidance and procedures on warehouse duties that include shipment coordination, carrier use and document preparation which is referred to in Attachment 1 a – SOP for EDOS and Attachment 1 b – SOP for HDOS.

Q15. Is there any hazardous material?

A15. No Q16. Please provide more details about support activities for the Ronald McDonald house.

A16. This is just a mail stop that is delivered to and picked up from, no additional duties.

Q17. Aside from pick-up and drop-off at the Post Office, please provide more details regarding mail service expectations for the site.

A17. Please review Attachment 1b – EDOS SOP, for clarification of mail duties within warehouse operations.

Q18. Besides the pricing proposal submission in MS Excel format, is PDF format acceptable for the other sections?

A18. Yes Q19. Will there be any OCONUS (export) shipments?

A19. There may be potential OCONUS shipments based upon requirement at the time.

Q20. Page 12 of the Solicitation, 3.2 states “The contractor shall ensure oversight of all contract workers in addition to providing sufficient material handlers…” Are we to provide all required workers, or are there existing contract working that we will supervise? If there are existing employees, are they to be included in our price proposal?

A20. As stated in 3.2 Objectives, “The contractor shall ensure oversight of all contract workers in addition to providing sufficient material handlers to accommodate the varying services outlined in this PWS.”

Q21. Who is responsible for certifying scales?

A21. The Department of Veteran Affairs is responsible for certifying scales.

Q22. Is a facility tour / site survey possible?

A22. Yes, Site Visits can be arranged by appointment only and through the Contracting Officer, Star Yeo at star.yeo@va.gov or the Contract Specialist, Joe Hodge at Joseph.Hodge@va.gov mailto:star.yeo@va.gov mailto:Joseph.Hodge@va.gov

Q23. Reference Page 19, 6.8 “Selecting/Request Processing”. What is the definition of the term “Requests” (i.e. “… select rate of three requests per minute…”?

A23. VA SDC receives orders through VA ordering system termed as “request”, the individual employee will take the request and then select from warehouse stock to be processed for shipment. The select rate determination is made upon number of requests to be processed that came from VA ordering system.

Q24. How many SKU’s are there for EDOS?

A24. For EDOS there are roughly 1,150 but that changes. 2,000 is the estimated maximum.

Q25. How many SKU’s are there for HDES?

A25. For HDO as this is a new program of work, based upon another contract award the department estimated there will be 500 to 1,000 SKUs but that is just estimated.

Q26. Is there any refrigerated or frozen product?

A26. No Q27. Requests a 30 day extension on the VA-SDC solicitation # 36C791-20-R-0003 due to the

COVID -19 pandemic that is effecting current and future contracting efforts due to the closing and reduced manning across government agencies.

A27. Due to continuity of services in the program requirements there will be no extension granted for proposal due date and time in the solicitation.