HT942525R0031 Amendment 1 Questions and Answers.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- Veterinary Services
- Solicitation number
- HT942525R0031
- Issued by
-
Defense Health Agency
About this file
This is a Questions and Answers document for solicitation HT942525R0031 for Veterinary Services issued by the Defense Health Agency. The Q&A clarifies that there are 7 key personnel positions required: Project Manager, Project Administrator, Building 503 Animal Facility Manager, Building 511 Animal Facility Manager, Regulatory Compliance Coordinator, QA Manager/Trainer, and Research Veterinarian. Required qualifications and experience levels are specified for each position.
The document confirms this is a Firm Fixed Price contract with 1912 hours for full-time employees. It clarifies that proposals must be submitted in 5 volumes with a 45-page limit for non-cost/price volumes. The work involves animal care facilities housing primarily Indian Origin Rhesus Macaques and some Cynomolgus macaques, with various small animal housing systems. PPE and uniforms are contractor-provided but reimbursed through ODCs. The contract operates during standard hours (not 24/7) and includes provisions for animal care, enrichment programs, and perioperative/postoperative monitoring. The Service Contract Act applies and a wage determination is attached.
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Other files
| File | Type | Posted |
|---|---|---|
| Follow up Questions and ANSWERS VET MED Amendment 2.docx | DOCX document | |
| B08 Attachment 6 - Supplemental Pricing Worksheet.xlsx | XLSX spreadsheet | |
| Wage Determination SAM.gov.pdf | ||
| HT942525R0031 Amendment 1.pdf | ||
| B02 Attachment 5 - Historical info -20250219.xlsx | XLSX spreadsheet | |
| B08 PWS-Animal Husbandry Services - Veterinary Services Contract Revised 19 Feb 2025.docx | DOCX document | |
| B02 Attachment 5 - Historical info.xlsx | XLSX spreadsheet | |
| B02 Attachment 4 - Covered Employee Participation Agreement.docx | DOCX document | |
| B02 Attachment 1 - PWS Final-Feb 2025.docx | DOCX document | |
| B02 Attachment 6 - Supplemental Pricing Worksheet.xlsx | XLSX spreadsheet | |
| B02 Attachment 2 - QASP Animal Husbandry Svcs.docx | DOCX document | |
| B02 Attachment 3 - Organizational Conflict of Inerest Certificate.docx | DOCX document | |
| HT942525R0031 2-6 final.pdf |
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Text version
Sheet1
| Questions and Answers for Vet MeD. | ||
| Questions | Government Answer | |
| The Government will evaluate only one (1) proposal from each prime Offeror and will not accept alternate proposals.d. Additional Information: •Alternate Proposals. Only one proposal from each Offeror will be accepted/evaluated by the Government. No alternate proposals will be accepted/evaluated from each Offeror. If alternate proposals are provided, only the firstproposal received by the Government will be accepted/evaluated.Will the government remove mention of multiple offers? | No, this is language to assure that offeror's are only allowed to submit one proposal for evaluation purposes. | |
| INSTRUCTIONS TO OFFERORS At a minimum, the Offeror must submit the following to be eligible for award:Where should required documents be placed in the proposal? | ||
| e.g., SF 1499, Reps&Certs, Acknowledgements of Amendments | All of these documents can be submitted as attachments in Volume 5. See amendment. | |
| Volume V includes the OCI. Does the government want the OCI inside the volume or as an attachment? | As an attachment. | |
| Are explanations for pricing and staffing in Volume V Price subject to page limitations? | No Vol V does not have page a limit. | |
| Page Numbering. Will the government please clarify page numbering. Vol I, II, III are subject to 45 pages total. Shall we use separate, consecutive numbering for each volume independently? Or should we number pages consecutively from Volume I through Volume III? | There are no page limits for the Past |
Performance Volume. Pages in each Volume should be numbered consecutively throughout the document and not by sections. Non-cost/price proposals are limited to 45 single-sided pages. Pages should be numbered consecutively throughout the document and not by sections.
| Is the requirement to submit 4 Volumes as stated, or 5 Volumes as listed? Does the Government want Past Performance covered in the Experience Volume, or as its own Volume? | The Offeror is to submit 5 Volumes as listed. Past Performance is to be in Vol IV only. Vol III is for Experience. |
| Is the pricing considered Volume V as stated on page 17, or is it considered Volume IV as stated on page 21? | It is considered Volume V, see updated instructions to offerror's |
| The list of key personnel differs from the PWS and RFP. Would the government please clarify the key personnel list? | There are 7 key positions: Project Manager (PM)/Contract Manager Project Administrator (PA) Building 503 Animal Facility Manager (FM) Building 511 Animal Facility Manager Regulatory Compliance Coordinator (RCC) QA Manager/Trainer Research Veterinarian (RV) |
| Neither option was selected. Is the Service Contract Act (SCA) no longer applicable to this work? | Please see attached wage Determination |
| Do we need permission to include Past Performance or experience from the current or past contracts in this proposal? | No you do not need permission |
| PART 7 ATTACHMENT AND TECHNICAL EXHIBIT LISTING 7.3 Attachment 6 - Historical Animal Census Data 7.4 Technical Exhibit D – Historical ODC Data 7.5 Attachment 6 – Historical Personnel Support 7.5 Attachment 6 – Historical Personnel Support 7.6 Attachment 6– Pathology Services Data Should be Attachment 5? Should be Attachment 5. |
Attachment 6 is pricing:
| B02 Attachment 6 - Supplemental Pricing Worksheet | See updated instructions | |
| 1.10.5 Is there a statement that would capture possible government requirements in the future to avoid the COVID 19 situation? Would the government please clarify this statement? | Statement has been deleted see revised PWS. | |
| Detail Breakdown Tab (Reference Attachment 7 of the TOPR) Would the government please explain what Attachment 7 is? | See updated Attachment 6 | |
| Which values are to be used for the ODCs in the pricing worksheet? | Please see updated Attachment 6 | |
| Thank you for providing the historical level of effort for the Key Personnel on this contract. As this is a Firm Fixed Price requirement can the government provide the historical level of effort for all positions on the contract to ensure the most accurate pricing. | Attachment 5 tab Total Historical Support identifes FTE Column C. Also see Column E of the same tab about the usage of this information. | |
| Please advise if there will be a site visit scheduled to tour both Bldg.503 and 511. | No. | |
| Can the Government confirm which Labor Categories in this list historically fall in CLIN 0001 Labor/Services Husbandry/Vet services and which fall under CLIN 0002 Pathology Services? | Pathology Support Specialist, Necropsy Technician, Histology Technician are on CLIN 0002. All others are on CLIN 0001 | |
| Can the Government confirm that all material required to perform the Labor found in CLIN 0001 and CLIN 0002 are covered by CLIN 0003 ODCs (ex. Animals, Slides, tissue blocks)? The CLIN Descriptions for CLIN(s) 0001 and 0002 state Contractor shall provide all labor & materials to perform Husbandry/Veterinary Services and Pathology Services in accordance with the PWS. | Pathology supplies are not paid for on CLIN 0003. The ODC line pays for the items identified in section 1.12, 1.13, 1.10.5, and 5.2.5. | |
| Can the Government confirm that if Additional Protective Wear is required, it will be reimbursed by the Government under CLIN 0003 ODCs? | Correct. If PPE is purchased by the conractor in accordance with the PWS. | |
| Can the Government confirm that the costs to maintain, repair and service the Government Furnished Vehicles will be reimbursed under CLIN 0003 ODCs? | No. Vehicle maintennace is paid by the government. | |
| Can the Government provide details on the type of uniforms that the contractor is required to furnish (I.E. company branded simple polos, or something with greater protection)? | Uniforms are typically provided by a vendor. On site laundry is not available. | |
| Can the Government confirm if this contract is subject to the Service Contract Act? If so, can it please provide the relevant wage determination? | Please see attached Wage Determination | |
| There are discrepancies in the references regarding the number and labor categories for Key Personnel. The PWS in section 1.10.1 identifies seven (7) positions as Key Personnel (KP). Attachment 5 identifies six (6) KP positions. Can the Government please clarify the number and labor categories for KPs in the PWS, Attachment 5, and the solicitation so that they are consistent? | There are 7 key positions: Project Manager (PM)/Contract Manager Project Administrator (PA) Building 503 Animal Facility Manager (FM) Building 511 Animal Facility Manager Regulatory Compliance Coordinator (RCC) QA Manager/Trainer Research Veterinarian (RV) | |
| The referenced section states “That the Offeror’s submitted resumes for proposed Key Personnel meet or exceed the qualification in the Descriptions in Attachment 4.”However, B02 Attachment 4 is for Covered Employees. Can the Government please update this section to reference Attachment 5 vs. Attachment 4? | There are 7 key positions: Project Manager (PM)/Contract Manager Project Administrator (PA) Building 503 Animal Facility Manager (FM) Building 511 Animal Facility Manager Regulatory Compliance Coordinator (RCC) QA Manager/Trainer Research Veterinarian (RV) | |
| There are discrepancies in the references regarding the desired versus required qualifications for the Project/Contract Manager position. Can the Government please confirm that the identified requirements in Attachment 5 are correct? If so, will the Government amend the PWS to match the Key Personnel Description provided in Attachment 5? | There are 7 key positions: Project Manager (PM)/Contract Manager Project Administrator (PA) Building 503 Animal Facility Manager (FM) Building 511 Animal Facility Manager Regulatory Compliance Coordinator (RCC) QA Manager/Trainer Research Veterinarian (RV) | |
| There are discrepancies in the references regarding the desired versus required qualifications for the Building 503 Animal Facility Manager position. Can the Government please confirm that the identified requirements in Attachment 5 are correct? If so, will the Government amend the PWS to match the Key Personnel Description provided in Attachment 5? | Correct requirement is as follows: Desired BS/BA and CMAR; required to be AALAS certified at the LATG level with a minimum of three years of supervisory experience in an animal facility of similar size and scope. | |
| There are discrepancies in the references regarding the desired versus required qualifications for the Building 511 Animal Facility Manager position. Can the Government please confirm that the identified requirements in Attachment 5 are correct? If so, will the Government amend the PWS to match the Key Personnel Description provided in Attachment 5? | Correct requirement is as follows: Desired BS/BA and CMAR; required to be AALAS certified at the LATG level with a minimum of three years of supervisory experience in an animal facility of similar size and scope. | |
| There are discrepancies in the references regarding the desired versus required qualifications for the QA Manager/Trainer Manager position. Can the Government please confirm that the identified requirements in the PWS are correct? If so, will the Government amend Attachment 5 to match the Key Personnel Description provided in teh PWS. | Correct requirement is as follows: BS/BA is desired; required to be AALAS certified at the LATG level with a minimum of five years experience in an animal facility of similar size and scope and one year of experience in an animal research training position. | |
| There are discrepancies in the references regarding the desired versus required qualifications for the Regulatory Compliance Coordinator position. Can the Government please confirm that the identified requirements in the PWS are correct? If so, will the Government amend Attachment 5 to match the Key Personnel Description provided in the PWS? | Corrcted Required to be AALAS certified at the LATG level; BS/BA is desired; Certified Professional in IACUC Administration (CPIA) with three years of experience in an animal facility of similar size and scope is desired. Education and experience may be substituted for certification. | |
| Can the Government confirm that the 10pt font allowance for “Exhibits, graphics, charts, captions, etc.” applies to tables? | Confirm, it applies to tables. | |
| “The Offeror’s ability to demonstrate how it will attract and retain quality staff, support the development structure, and fill vacancies with qualified candidates within 60 days to limit adverse impact to mission.” Can the Government please clarify what is meant by “support the development structure” and/or remove this requirement? | Development structure, is how a Company will develop trained and qualified employee's to fill positions. | |
| The referenced PWS section indicates that for the Research Veterinarian, a “American College of Laboratory: Animal Medicine (ACLAM) Certified, USDA level II accreditation”is required. The USDA level II accreditation is not included as a requirement in B02 - Attachment 5. Will the Government please remove this requirement from the PWS? | ||
| If the Government is not able to remove the requirement, can the Government please clarify the accreditation needed? In searching USDA’s website, there is not a “USDA level II accreditation.” | USDA Level II is required. It is listed as category II on the USDA website. | |
| Given that private sector contract references won’t have 1) CPARs, 2) Contracting Officer information, or 3) Contracting Officer Representative information; can the Government please clarify how they intend to verify performance information? | A POC shall be provided with the information of a private sector contract so it can be confimred by the Government. | |
| Assuming that the combining of TOs on a single award IDIQ is permitted and considered to be one past performance reference; Can the Government also confirm that the combining of TOs on a multiple award IDIQ is also permitted and considered to be one past performance reference? | A TO is considered it's own contract and is therfore considered one past performance, no combining of TO's is permitted for past performance. | |
| Can the Government please confirm that the required information for the clauses and provisions should be an Appendix in Volume 1? | It can be included in Volume 5 | |
| Can the Government please confirm that the OCI Certification and Comparative Analysis (Attachment 3) should be an Appendix in Volume 1? | They can be inlcuded in Volume 5 | |
| In the instructions for Past Performance contact information, the RFP states “Information provided by or for points of contact who work directly for the Offeror’s company, or indirectly (i.e., in a prime or subcontractor relationship), will NOT be considered relevant.” Are offerors permitted to submit POC information for the Prime contract they performed a subcontract under to satisfy the POC requirements of the Past Performance submission? | ||
| Yes that is acceptable | ||
| Is this FFP? How many hours should we factor (i.e., 1912) | 1912 hours for full time employees | |
| Attachment 5 lists different Key Personnel than the RFP. QA trainer is included as key personnel in the attachment while Project Administrator is excluded. Will the government please advise which key personnel list is accurate? | There are 7 key positions: Project Manager (PM)/Contract Manager Project Administrator (PA) Building 503 Animal Facility Manager (FM) Building 511 Animal Facility Manager Regulatory Compliance Coordinator (RCC) QA Manager/Trainer Research Veterinarian (RV) | |
| How many positions are on the current contract to include vacant positions? | Please see attached 5 Total Historical Support Tab. | |
| Are there any vacant positions? If so, what are they? | This inofmration cannot be provided. | |
| Are there SCA positions under this contract? If so, please provide the SCA WD. | Please see attached wage Determination | |
| Is someone currently serving as an on call person to the Project Manager? | Yes | |
| There is a discrepency in years experience between PWS and Historical data attachement. Example: required PM supervisory experience was 8 years in the PWS section 1.10.1.1, but is listed as 5 years in the “key personnel” tab of attachment 5 “historical info”. | The PM is five years see revised PWS. | |
| Confirming this is what ODC funding line will be used for or is this a combination of PPE and any travel? Does this amount also included conferences that vets may attend? | The ODC line pays for the items identified in section 1.12, 1.13, 1.10.5, and 5.2.5. | |
| What PPE do contractors have to proivide vs what the government provides? | Contractors purchase the PPE in accordance with the PWS and at the direction of the COR. Contractor does not provide personnel PPE. | |
| Is there any travel? | See section 1.12 of the PWS | |
| Can the government provide the hire dates for all personnel and SCA dates. This is critical for staying DOL compliant. | No, this is a non-personal services requirement. | |
| Are historic numbers up to date (i.e., current 2025) or are they from a few years back? | FY20 - 3/4 of FY24 | |
| What positions are the highest turnover from the previous contract? | This inofmration cannot be provided. | |
| This is a 24/7 operation? Have there been instances where a technician or veterinarian was required at night for animal treatment (e.g., pain management) or to complete a study report? If so, when did this occur, and which LCATS were involved? Is there a current on-call schedule? Has there been a need for employees to work overnight? | No. Staff has only stayed over nights due to weather events. | |
| Is there a current shift schedule that can be shared? | No | |
| Is there a need to transport animals? is vehicle CDL required? | No | |
| How much travel is associated with this program and what are the locations, to include training and continuing education requirements? | See section 1.12 of the PWS | |
| Has there been surge on the incumbent contract? If so, what were those positions? | No surge | |
| Is there overtime on the contract for SCA personnel? | No | |
| Will the government be responsible for providing all required Personal Protective Equipment (PPE), including Powered Air Purifying Respirators (PAPRs) and respiratory protective equipment or will the contractor need to budget for these items? If not, what is PPE, etc. are required for the contractor to provide? | Contractors purchase the PPE in accordance with the PWS and at the direction of the COR. Contractor does not provide personnel PPE. | |
| How many PAPRs are used each day or month? | Depends. Generally worn in the necropsy suite. | |
| Are there specific guidelines or cost allocations for contractor-provided logistics support, such as transportation and administrative tools, or will these be reimbursable under Other Direct Costs (ODCs) | No | |
| Are there any ongoing facility and equipment problems we should be made aware of that will hinder performance? | No | |
| Will Other Direct Costs (ODCs) be allocated for the required medical examinations, vaccinations, and health monitoring specified in the attached document? | Yes | |
| Is contractor responsible for providing Biosafety Training? | Training is provided through the Safety Office or investigator if indicated. Contractor may also provide SOP training or have thier own. | |
| Is there a Contractor Trainer on-site to ensure personnel remain AALAS certified? | Training is provided by corporate and on-site trainers, managers, etc. | |
| Is contractor responsible for developing the enrichment program and monitoring options. Is there a contractor Enrichment Lead or shared position? | There is on enrichment position that directs the enrichment program in consultation with the veterinarians. | |
| Is contractor responsible for overcoats when working in cold weather due to inclement weather? Covered under ODCs as part of PPE. | Contractor provides overcoats | |
| What type of housing is used for the swine models? | 24 sq/ft runs. | |
| How many bottles are used per wash cycle? | Varies. The majority of animals are on auto-water | |
| What type of caging is used for rodents (Conventional, micro-isolators, ventilated rack). | Any of the caging mentioned. It is based on research requirements and best type of housing for the animals. | |
| Are all primates single housed? | Some are. The goal is pair housing. | |
| Can you break down non-human primate Genus and species, example Macaca fascicularis, from the census showing old world and new world non-human primates. | Indian Origin Rhesus Macaque (Macaca mulatta). Sometimes Cynomolges(Macaca fascicularis). Other species may be housed based on research needs. | |
| Is overtime authorized? Are there any positions that exceed 8 hours per shift? What are the primary reasons for overtime (e.g., increased workload or staff vacancies)? | Contractor determines overtime requirements. Increased workload, protocol support, weekend/holiday work | |
| Are there any ongoing facility and equipment problems we should be made aware of that will hinder performance? | No | |
| Will Other Direct Costs (ODCs) be allocated for the required medical examinations, vaccinations, and health monitoring specified in the attached document? | Yes | |
| Is there a Contractor Trainer on-site to ensure personnel remain AALAS certified? | That is not their primary responsibility. Training and assistance is provided, but certification is an individual responsibility. | |
| Is contractor responsible for developing the enrichment program and monitoring options. Is there a contractor Enrichment Lead or shared position? | Yes. A Behavior technician is on the contract | |
| Is contractor responsible for overcoats when working in cold weather due to inclement weather for performance? Covered under ODCs as part of PPE. | Yes | |
| Is forklift operartion required? Is forklift training provided by onsite personnel? | No | |
| Is transportation provided in truck or van? CDL needed? | Truck and van. No CDL required | |
| Are uniforms/scrubs and safety shoes, gloves, masks provided by WRAIR? | Contractor pays and is reimbursed on the ODC line. | |
| what is the employee uniform? are uniforms and safety shoes, glasses/prescription glasses covered under ODCs? | Depends on the work being performed. glasses/prescription glasses are not provided. | |
| Are all small animals on automatic watering systems? | The majority are on auto-water. | |
| Additional Remarks. | ||
| GLP and BSL/ABSL3 work is not performed. BSL/ABSL work includes 1 - 2. | ||
| Add *QA Manager/Trainer to the new/removed positions tab | ||
| The following requirement is added to the Small Animal, Nonhuman Primate, and Swine Laboratory Animal Technician III positions: "Provide support for perioperative and postoperative monitoring and oversight for (small animal, NHP, Swine) animal operative procedures to ensure compliance with institution policies, SOPs, and command directives, as well as external/federal regulatory guidelines, policies and procedures. As needed, provide support to other surgery functions to include sanitation, sterilization, animal handling and other pre and post-operative support." |
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