ATTACHMENT_L_-_Industry_Questions_and_Answers_from_Draft_PWS_and_RFP.pdf

VA119A-16-R-0159 ATTACHMENT L

QUESTION

ANSWER

1 Will VA set up a TDY budget (i.e. not to exceed $2M/yr) for those sites that do not have "boots on the ground" operations. If so, will VA consider placing this as a CLN separate from the overall budget in order to better define the proposal? (everyone enters that number in the CLN).

A Travel CLIN with a Not to Exceed (NTE) amount will be included in the price schedule.

2 Within the solicitation, will VA provide an excel spreadsheet for the financial portion of the response with the training/transition sites listed on attachment 7?

VA cannot locate an attachment 7 to the pre-solicitation notice, so it is unclear the specific question. VA will provide a pricing spreadsheet for proposal purposes for this effort, but it will not include the training sites.

3 Will the VA require the following insurance:

Defense Based Act (for overseas), General Liability, Unemployment, and Workman's compensation?

The solicitation includes the required Department of Defense Status of Forces Agreement (SOFA) Clauses.

4 Will the VA allow for a phase in period, i.e. 60 days, in order to allow for hiring and processing of staff at each location?

The effective date will be 30 days after award date, allowing time for hiring. In addition, there is a 60 day transition period, covered by Continuity of Services FAR Clause 52.237-3.

5 If there is an incumbent, will VA make this a service contract act contract to allow for rehire of the incumbent's assets (right of first refusal, etc).

The incumbent is CALIBRE Systems, Inc

6 If a SCA contract, will the VA utilize any phase in period to allow for coordination and hand off of new/incumbent staff?

SEE ANSWER TO QUESTION 4.

7 If a SCA contract, will the VA utilize any phase in period to allow for coordination and hand off of new/incumbent staff?

SEE ANSWER TO QUESTION 4.

8 Staffing. Does the VA anticipate a specific method of staffing, i.e. by installation, region, etc. Or will this be up to the contractor to create the method to staff the training program?

SEE Task 1: Part A. Project Management Plan (PMP), a.

Staffing Plan requirements.

9 Set aside. Will the VA consider a small business set aside for this program? Our firm is a self-certified SDVOSB, a woman owned small business and EDWOSB. With the new requirements to increase contract awards to WOSB's in 2016 and 2017, it might be a great direction to take. An award to a firm that meets multiple categories is a huge plus for the VA in meeting diversity requirements.

This is an International contract that exceeds the total dollar amount for small business designation. However there is a small business participation plan evaluation factor included, see page 90 of the solicitation. In addition, an RFI was done to determine the feasibility of awarding to an SDVOSB.

10 Will the VA consider a FFP contract? The Hybrid version allows for contractors to bid

The contract type will be a hybrid contract type, a Firm- Fixed Price (FFP) and Time and Material, covering a 5 year low and then request unplanned government cost increases.

period of performance, inclusive of options.

11 Has the VA ever considered utilizing an online portal to deliver distance learning versions of your training? Currently the GPS is available through Army Knowledge Online and through other DoD online assets.

Primary instruction will be given in person in a “brick and mortar” classroom, auditorium, or conference room environment conducive to learning. Servicemembers who are unable to attend TAP training in person in a “brick and mortar” classroom have the means to obtain online instruction.

12 Will the VA Set Aside this Acquisition as a Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside?

SEE ANSWER TO QUESTION 9.

13 Can the government please identify the incumbent(s) who are performing this or similar work under contract to the VA. Please also provide the period of performance and total dollar value of the current contract(s)?

CALIBRE Systems Inc is the incumbent.

14 Can the government consider providing Industry with draft evaluation criteria?

Evaluation criteria are included in the solicitation.

15 Will the VA be establishing small business participation goals for this requirement, and can the government consider incorporating small business participation as an evaluation criterion.

SEE ANSWER TO QUESTION 9.

16 The VBA has been training ―essential skills and tasks within its TAP program. Can you provide a list of these current skills and tasks?

See Section K - CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL and Section I -

CONTRACTOR EXPERIENCE REQUIREMENTS – STANDARD

PERSONNEL.

17 To what degree does current TAP content teach essential personal, interpersonal, managerial, and leadership skills specifically for the civilian workplace?

This is not part of the VOW/VEI legislation however TAP provides information for creating a resume and translation of military skills.

18 Does the VA currently ascribe to a core and/or level/function library of validated competencies to ―ground‖ its training programs?

Yes, in accordance with the VEI Task Force recommendations VA, in coordination with agency partners, have defined and adopted a common set of Career Readiness Standards (CRS) for all Service members to ensure that those who separate from active duty are ready to transition to civilian careers. Additionally, the TAP curriculum, Transition GPS (Goals, Plans, Success), includes a core curriculum and specialized additional tracks tailored to Service member needs and career objectives.

19 How is the VBA currently measuring the outcome of its current TAP program?

VA participates in the interagency TAP evaluation strategy which is a year-round process that involves collaboration among all stakeholders, culminating in annual reviews of the TAP curriculum, evaluation methods, and processes.

In addition to the interagency TAP evaluation strategy, VA has a comprehensive quality assurance program to ensure the TAP curriculum and the performance of VA benefits advisors meet the highest standards.

20 To achieve the scope and scale of this project, would the VA like the proposed vendor utilize current Learning Mgt. System (LMS)

SEE ANSWER TO QUESTION 11.

technology or would additional technologies be invited?

21 Beyond the Capstone & Military Lifecycle (MLC) model, do you envision a long-term tracking plan to measure success?

Post-Separation Assessments are part of the Interagency evaluation strategy and is not included in these services.

22 How does the VA measure time from separation from the service until full employment, job satisfaction, and job longevity? How long after separation does the VA monitor the Veteran’s employment status?

The Veterans Affairs does not measure these actively.

23 Research demonstrates that self-awareness, the ability to deal with ambiguity, and learning agility are important factors for success in employment. How do you assess and assist Veteran’s ability to embrace these attributes to depart ―career ready‖?

CRS are the Department of Defense's tangible measures of a Servicemember's preparedness for a civilian career.

They are a set of common and specific standards and associated products, based on Servicemember determined goals that must be achieved to demonstrate the Servicemember is prepared to pursue post-separation goals.

24 How do you measure continuous improvement of the VA portion of the Capstone, Career Technical Training Track, and Military Life Cycle model?

SEE ANSWER TO QUESTION 19

25 Will Labor Categories be included in the official VA Transition Assistance Program solicitation?

Suggested Labor Categories will be included in the pricing sheet, however, offerors should proposal the Labor Categories and level of effort they deem necessary to complete the taskings of the PWS.

26 Will the government consider permitting relevant experience projects completed within 5 years from the due date it will set for proposals?

In accordance with FAR 42.1503(g) “Agencies shall use the past performance information in PPIRS that is within three years (six for construction and architect-engineer contracts) of the completion of performance of the evaluated contract or order.” Therefore, the Past Performance will be within the past 3 years.

27 Attachment “F” of the Draft solicitation features the following two column headings “VBA I” and “VBA II”. Is the government referencing VA Benefits Briefings I, and II?

Yes, VBAI is Benefits I and VBA II is Benefits II. See updated attachment.

28 The solicitation reads: “TEI requires a team that is capable of supporting and improving an existing model for transitioning Servicemembers, Veterans, and their families from the military to a productive civilian life.”

Is the existing transition model supported by government personnel or via contract? If by contract, what is the incumbent’s name?

Current model is supported by Government personnel and the incumbent contractor, CALIBRE Systems, Inc.

29 The Draft solicitation reads: “If ORT is not accessible due to lack of internet connection, Contractor shall provide electronic reports of deliverables in MS Word”. Is Attachment “F” an example of output generated via the VA Outreach Reporting Tool (ORT)? Should the aforementioned report of deliverables be submitted via a table similar to that reflected in Attachment “F”; in a delimited format; or

Format for submission of events if ORT is not available will be determined upon award. See attached screenshot of ORT.

could it be delivered as an MS Excel file?

30 Is the Government considering a single contract award for this program?

Yes, this will be a single award.

31 Will the Department of Labor and/or Department of Defense release their own Transition Assistance Program solicitations?

This solicitation is for VA only. DOL and DoD are responsible for their portion of the TAP.

32 Will the contractor G&A pool be allowed on travel expenses and ODC's incurred?

G&A is allowable per the companies Cost Accounting Procedures and in accordance with the FAR.

33 Will VA hold an Industry Day prior to the release of the TAP RFP?

There is no plan for an industry day at this time. Please see language regarding a Pre-Proposal Conference on page 2 of the solicitation.

34 Section A: General Information, Performance Period, page 4. Will the Government be providing for a transition-in period? If so, how long is the transition-in period?

SEE ANSWER TO QUESTION 4

35 General Information: Hours of Operation, page

5. “The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.” How is “adequate workforce” defined?

SEE ANSWER TO QUESTION 8 and SEE SECTION K.

CONTRACTOR EXPERIENCE REQUIREMENTS – KEY

PERSONNEL and L. CONTRACTOR EXPERIENCE

REQUIREMENTS – STANDARD PERSONNEL

36 Section B: General Requirements, paragraph 7, page 6 . “All documents must be stored on VA network or other location that has been expressly approved by the COR and Government PM.” Is the contractor to use all Information Systems of the VA to perform this work, or are we to propose our own Information Systems?

VA systems will be used for storage of deliverables. See updates in Section F of the PWS.

37 Task 1: Part D, page 11. “The Contractor will track action items, and provide minutes within

(1) day of the meeting.” Is this intended to be

(1) business day?

The contractor will track action items, and provide minutes within (1) business day of the meeting.

38 Task 2: Governance (FFP), first bullet, page 12.

“The contractor shall report meeting minutes and record and track due outs.” Please provide a definition of “due outs.”

See PWS update to “action items.”

39 Task 2: Governance (FFP), Change Control Process bullet, page 13. “The Contractor shall analyze and provide a level of effort, plan and recommend effective date within five (5) days from the date of draft submission.” Is this intended to be five (5) business days?

The Contractor shall analyze and provide a level of effort, plan and recommend effective date within five (5) business days from the date of draft submission.

40 Task 3: Part H, page 18. “The ORT is a web based tool where the BA will enter in their pre-event or pre-brief information, including, but not limited to, event, location, POC, and After Action Report (AAR), within five (5) days of the end of an event.” Is this intended to be five (5) business days?

The ORT is a web based tool where the BA will enter in their pre-event or pre-brief information, including, but not limited to, event, location, POC and After Action Report (AAR), within five (5) calendar days of the end of an event.

41 Section G: Government Furnished Information, Equipment, And Facilities, page 27. Please clarify what GFI, GFE and GFF is available.

Specifically, will onsite workspace and internet connection be available for onsite work?

SEE SECTION G. GOVERNMENT FURNISHED

INFORMATION, EQUIPMENT, AND FACILITIES. And Section F OTHER DIRECT COSTS.

42 Attachment A. The draft PWS includes Attachment A: Schedule of Deliverables; there is also a separate document labeled Attachment A: VEI Task Force Recommendations. In order to avoid confusion, please change the attachment names so that there is only one Attachment A.

Updated in PWS.

43 Attachment F – list of TAP installations.

Attachment F outlines the frequency of VA Benefits I & II trainings, as well as Career Technical Training Track classes. The Draft SOW also indicates maximum class sizes. Will the Government provide historic data showing the number of Servicemembers attending these classes in order for offerors to determine how many classes are to be held, or if concurrent classes are to be held?

The frequency of the classes is noted in Attachment F.

The number of Servicemembers attending the class is dictated by the Memorandum of Understanding between the agencies. The number of Servicemembers in each class does not affect the frequency of the classes, as the historical data in Attachment F took into consideration the class size.

In addition, the minimum class size allowable is now indicated in the PWS.

44 Attachment F – list of TAP installations. Can the Government provide data to determine the magnitude of MLC, Capstone, and 1 on 1 engagements?

It is unclear what “magnitude” means in this case. The PWS states the time commitment and size for each MLC, Capstone, and 1 on 1.

45 Page 27, Section F, Other Direct Costs, and page 28, Section I, Travel, regarding reimbursement of expenses at contractor cost, may the contractor propose and bill its G&A as an indirect cost?

See answer 32.

46 We note a number of tasks related to supporting a Strategic Communications Working Group. For example: supporting drafting and coordination of memos, reports, documentation, and letters; and outreach and public engagement. However, there is no overarching task or deliverable for coordinating communications in accordance with a larger strategy or plan.

May we assume that the contractor is responsible for developing a strategic communications plan and providing subject matter expertise in doing so? Will the government please indicate which task this support falls under and define requirements for a strategic communications plan deliverable?

Per the PWS, the contractor will support the work from the interagency working groups related to Strategic Communications also SEE Task 1: Part A. Project Management Plan (PMP), e.

Contractor Communication Plan: Outlines the Contractor’s roles and responsibilities of project participants in the review, approval and dissemination of information about key project processes, events, documents and milestones.

47 Is there an incumbent? If so, who? CALIBRE Systems, Inc.

48 What is the estimated contract value? This information will not be provided. The offeror should base their proposal on their interpretation of the overall level of effort necessary to complete the taskings in the

PWS.

49 Regarding Level of Effort:

Will the Government be providing LOE for this statement of work?

This information will not be provided. The offeror should base their proposal on their interpretation of the overall level of effort necessary to complete the taskings in the

PWS.

50 Regarding Task 3 – Operations:

Are there specific support duties required at the six Operational Regions outside of delivery and reporting?

SEE TASK 3.Operations for PWS requirements. This is a T&M requirement.

51 Regarding Task 6 – Plans, Analysis, and Evaluations: Are outcomes from training defined in terms of Return-On-Investment or participation?

No, they are defined by customer feedback.

52 Regarding Task 6 – Plans, Analysis, and Evaluations: Would an analysis of the economic impacts for TAP be required?

The Contractor shall support measuring program effectiveness to include reviewing objectives, recommend evaluation criteria, collecting data, synthesizing data, drafting reports and support in the implementation of results.

53 Regarding Task 6 – Plans, Analysis, and Evaluations: Will the contractor have access to trainee educational or employment outcome data?

Contractor will have access to relevant information to complete the work as defined in PWS.

54 Regarding Task 6 – Plans, Analysis, and Evaluations: Is an analysis of effectiveness of training and train the trainers within scope?

SEE TASK 5.Training: Advisor Assessments: BA and Trainer assessments are critical for evaluating and improving performance and development. At each successive level, BA and Trainer should be assessed on how well they are performing and monitored on their performance.

55 Regarding Task 6 – Plans, Analysis, and Evaluations: Is an analysis of workforce readiness within scope?

No.

56 Regarding Task 6 – Plans, Analysis, and Evaluations: Is an analysis of trainer readiness/effectiveness within scope?

SEE ANSWER TO QUESTION 54

57 Request the government provide a draft copy of the proposed CLIN structure prior to release of the final solicitation. The purpose would be to help industry understand both what type of pricing will be required in the proposal….as well as helping to understand how to invoice the government after contract award.

The proposed CLIN structure is provided in the solicitation.

58 We request historical data, for the past two years, be provided for those areas (CLINS or deliverables) which the government expects to be priced in the proposal or invoiced in the contract. This data should include the number of Benefit I; Benefit II; and CTTT presentations as well as MLCs. It would be helpful to have this data provided by Installation (both CONUS and OCONUS) and by month. This would help industry best understand the manning

SEE ATTACHMENT F for event frequency and installation information.

requirements at the various installations as well as the “battle rhythm” associated with delivery of briefings and MLCs.

59 The Presolicitation Notice indicates that the contract type will be a hybrid contract type, a Firm- Fixed Price (FFP) and Time and Material, covering a 5 year period of performance, inclusive of options. Although the draft PWS indicates that Task 1 (Administration and Program Management), Task 2 (Governance), Task 4 (Curriculum Development and Revision), Task 6 (Plans, Analysis, and Evaluation or PA&E), and Task 7 (TAP Maturation and Transition Priority Programs) are FFP tasks, we recommend a Labor Hour/Time and Material type of CLIN for those tasks. A Firm Fixed Price Contract is normally used when there is a well-established and stable program with clearly defined deliverables and performance metrics.

These criteria do not apply to these requirements. Rather, the requirements are dynamic and continually evolving. For example, how would pricing differentiate between Task 4 Curriculum development, revision, deployment, and sustainment efforts as they are applied to the different TAP modules? This program continues to evolve on a regular basis to ensure our Service members are getting the best possible support. This evolving delivery of capability and training/analysis is why a Best Value labor-hour contract for these areas is the most appropriate arrangement and will help ensure the government receives the highest quality and best value for the most reasonable and realistic price.

SEE ANSWER QUESTION 10.

60 Task 2 Governance: Can the VA provide standard operating procedures in support of TAP governance to level the playing field since only the incumbent would have access to the

SOP?

SEE TASK 2.Governance. There is no SOP, the Memorandum of Understanding is attached for further clarification.

61 Task 2 Governance: Is there currently a formalized Change Control process?

No, there is not a formal Change Control process currently.

62 Task 2 Governance: Can VA provide current SOPs to include a copy of the current SOP for the Change Control process, form(s) and artifacts since only the incumbent would have access to these documents?

SEE ANSWER TO QUESTION 61.

63 Task 2 Governance: Is the support of VA involvement in interagency policy meetings a new requirement? Specifically this question

Contractor support is currently not utilized to support interagency EC/SSG policy meetings.

refers to the requirement to “report meeting minutes and record and track due outs.” If this is an existing requirement, please provide a copy of the last three (3) months meeting minutes and the status of the due outs.

64 Task 2 Governance: Please provide a copy of the TAP Memorandum of Understanding

(MOU).

MOU is provided as an attachment.

65 Task 3: Part D. Military Life Cycle (MLC) Is it correct to assume that the MLC activities will only consist of Group events (Ref:

PWS statement: “The average MLC event ranges from 50-100 Participants.”)?

Yes, it is only a group event.

66 Task 3: Part D. Military Life Cycle (MLC) How does Task 3: Part D. Military Life Cycle (MLC) which requires the contractor to:

“Support MLC outreach events and activities” differ from Task 3: Part G. Transition Outreach & Public Engagement (O&PE) which requires the contractor to: “Conduct outreach activities to ensure awareness of VA services available on the installation.”

These sound very similar is there a subtle difference?

SEE TASK 3: Part D. Military Life Cycle for example of touch points events and Task 3: Part G. Transition Outreach & Public Engagement (O&PE) for listing. MLCs example is entry into service or a change in major life event and are group events conducted on a specific topic.

O&PE may include Veteran service organization event, family center event, where the BA would essentially man a booth and provide information to interested parties.

67 Task 3: Part F. One-on-One Engagements. Why are and what is the purpose to limit the Individual assistance sessions to not longer than 90 minutes per session?

Individual assistance engagements average 30-45 minutes, but are not longer than 90 minutes per session.

The purpose is to ensure focused attention.

68 Task 3: Part F. One-on-One Engagements. Are the One-on-One engagements limited to requests from Servicemembers or can Family members and Veterans request one-on-one sessions too?

The one on ones are targeted towards Servicemembers, but in some circumstances may include family members or Veterans. This type of engagement could occur at any time throughout the Servicemember’s career however the objective of TAP is to ensure Servicemembers and their families have the necessary tools and information to seamlessly transition into civilian life.

69 Task 3: Part F. One-on-One Engagements.

Wouldn’t a one-on-one engagement essentially be an individual MLC? If not, what is the substantive difference from a Group MLC?

One on one is NOT an MLC. A one on one is for the Servicemember to ask specific questions related to their individual situation. MLC’s are group events on a specific topic.

70 Task 3: Part H. VA Outreach Reporting Tool (ORT). A. Does the ORT exist today? If yes, will VA provide access or at a minimum page shots from the ORT to level the playing field since only the incumbent would have such knowledge?

The ORT is in use, implementation for TAP will begin with this award.

71 Task 3: Part H. VA Outreach Reporting Tool (ORT). Is the ORT located on a VA website or contractor website? Will VA government staff need access to the ORT on a regular/daily basis?

The ORT is a VA tool accessed with a Personal Identity Verification (PIV) or password and will be accessed by contractors on a daily basis to record activity.

72 Task 3: Part H. VA Outreach Reporting Tool (ORT). The description of the ORT is confusing

The ORT is a single web based tool to record TAP and other briefings, one-on-ones and outreach events.

because it appears to combine daily reporting by Advisors on conducting TAP, MLC and Capstone events (which currently do not require an After Action Report (AAR)) and Task 3: Part G. Transition Outreach & Public Engagement (O&PE) which currently does require an AAR.

73 Task 3: Part H. VA Outreach Reporting Tool (ORT). Does the VA have an example of the demographics currently captured or can VA articulate the desired demographics to be captured?

See attachment F.

74 Task 3: Part H. VA Outreach Reporting Tool (ORT). Will Personal Identifiable Information (PII) be collected in order to comply with this Task?

No.

75 Task 4: Part B. MLC Development. The diversity of topics, uncertainty of priorities, variation between individual vs group deliveries, and multiple types of differing audiences lends itself to a Best Value Labor-Hour type of effort rather than FFP.

Task 4 Part B is listed as an optional FFP task. It will be exercised only if required by VA. The task is FFP, as it includes the development of an MLC outline. A listing of all potential topics is provided and should provide enough detail to provide an FFP proposal for this tasking.

76 Task 4: Part C. Curriculum Revision. The timeline for “FY17 update (technical review) – Performance Management Work Group (PMWG) prepares materials for Curriculum Work Group (CWG) in March 2016, Agency starts internal review in May – CWG in June 2016” is underway. Will the VA provide the PMWG material which was given to the CWG in March 2016 to ensure a level playing field since only the incumbent would have knowledge of this material?

No, VA cannot release this information as it is not for public use. The information will be provided upon contract award.

77 Task 4: Part C. Curriculum Revision. Will the VA provide feedback from the internal review which began in June 2016?

This information will be provided upon award.

78 Task 4: Part C. Curriculum Revision. The diversity of topics, uncertainty of priorities, variation between individual vs group deliveries, and multiple types of differing audiences lends itself to a Best Value Labor- Hour type of effort rather than FFP.

Task 4 Part C is listed as an optional FFP task. It will be exercised only if required by VA. The task is FFP, as it includes the development of a curriculum revision. The curriculum is already developed and the revisions are defined such that it can be proposed FFP.

79 Task 5: Part D. Refresher Training. A. Does this Refresh Training occur quarterly today? If so, does it occur via self-paced online (virtually) training or via an in-person briefing? Is it VA’s intent for all Advisors to complete this Refresher Training quarterly?

SEE Task 5: Part D. Refresher Training. The contractor will create this training to refresh their Benefits Advisors.

“Occurs each quarter.”

80 TASK 6. Plans, Analysis and Evaluation (PA&E) (FFP). Will this Task require the contractor to collect PII of attendees?

No, the contractor will not collect PII.

81 TASK 6. Plans, Analysis and Evaluation (PA&E) Access to the appropriate databases will be provided to

(FFP). Are there existing databases and models where historic data is located or will vendors be required to develop appropriate database(s), models and templates?

the extent required to carry out PWS requirements.

82 TASK 6. Plans, Analysis and Evaluation (PA&E) (FFP). Are the seven proposed deliverables existing or new requirements? If existing, can copies of the most recent deliverables be made available?

They are new deliverables; therefore VA cannot provide examples or copies.

83 Task 7: Part A. Maturation of VA TAP Model.

Given this VEI program and TAP briefings have existed since the 2012 pilot program, does a Maturation Model currently exist?

No, it does not currently exist for VA TAP program. The Contractor shall develop a proposed maturation framework approach to mature the current TAP model to support effective and optimized TAP management, integration and oversight for TAP.

84 Task 7: Part A. Maturation of VA TAP Model. If yes, can VA provide the current Maturation Model to ensure a level playing field since only the incumbent would have knowledge of it?

This does not currently exist in the format required by this PWS.

85 Para F. OTHER DIRECT COSTS. Are existing employee computers, mobile phones, copiers and other IT equipment and items Government Property (i.e. either provided directly by the government or reimbursed by the government)? If yes, will they be retained by current employees/transferred to the awardee or should the awardee (incumbent or new) plan on buying all new equipment?

SEE SECTION G.GOVERNMENT FURNISHED

INFORMATION, EQUIPMENT, AND FACILITIES.

And Section F.OTHER DIRECT COSTS: The contractor is responsible for providing all employees with computers, mobile phones, and other IT equipment and items necessary to perform the taskings of this PWS. This is not reimbursable under ODCs.

86 Para F. OTHER DIRECT COSTS. Does the VA intend for the computers and other IT equipment used on this project to interface with VA or other government systems? If so, will VA specify necessary IT hardware and software guidelines, etc.?

At least 4 individuals need to have fulltime interface capabilities to upload in VA SharePoint.

The ORT is a web based tool accessed on any computer with a password or PIV.

87 Attachment 7. Will VA provide an update to the list of installations because some installations on this list (such as Camp Shelby) were closed by the Service a few years ago.

Please see Attachment F.

88 PRICING. If the Government intends to use Firm Fixed Price for some CLINS/requirements, please provide the basis for the FFP, i.e. would it be FFP-Level of Effort or FFP by deliverable?

See CLIN structure in solicitation.

89 PRICING. If deliverable, please specify the deliverables. If deliverables are existing, please provide historical data as well as expected future delivery expectations. If they are new deliverables, please provide expected future delivery expectations. In both cases, please articulate the specifications and basis

SEE Schedule of Deliverables.

for acceptance of these deliverables.

90 Task 1, Part A, subtask C, Training Plan: This section states that contractors shall discuss how new hires will train new-hires. The requirement is to complete initial training including VA onboarding and badging within 60 calendar days of contract award. Is the referenced VA onboarding provided by VA or by the contractor?

Onboard training is provided by the contractor.

91 Task 1, Part A, subtask C, Training Plan: This section states that contractors shall discuss how new hires will train new-hires. The requirement is to complete initial training including VA onboarding and badging within 60 calendar days of contract award. The requirement indicates that the training is for new hires only within 60 days of contract award. Is the plan to be delivered within 60 days of award or is the training to be completed within 60 days of award?

See Task 1: Part A. Project Management Plan (PMP) c.

Training Plan: The Contractor shall outline, as part of the proposal, how new hires will be trained. The Contractor shall complete initial training of staff members to include VA onboarding and badging within sixty (60) calendar days of effective date of the contract.

92 Task 1, Part A, subtask C, Training Plan: This section states that contractors shall discuss how new hires will train new-hires. The requirement is to complete initial training including VA onboarding and badging within 60 calendar days of contract award. If the 60-day period refers to completion of new hire training, does it apply to all new hires for duration of the contract period?

Yes. All new hires should be trained within 60 days of onboarding whether hired at the onset of the contract and throughout the period of performance.

See Task 1: Part A. Project Management Plan, b. In- Processing Plan: Addresses in-processing of all personnel supporting this contract to include describing how to meet the learning needs of the Benefit Advisors and Train-the Trainers in the execution of TAP.

93 Task 1, Part A, subtask C, Training Plan: This section states that contractors shall discuss how new hires will train new-hires. The requirement is to complete initial training including VA onboarding and badging within 60 calendar days of contract award. If the 60-day period refers to completion of new hire training, does it only apply to transitioning during a phase-in period?

Yes. SEE ANSWER QUESTION 91.

94 Task 1, Part A, subtask H: This section requires contractors to submit a transition plan including a schedule for early transition. Will the Government please provide the anticipated timeframe, in number of days or weeks, anticipated for the transition period?

SEE ANSWER TO QUESTION 4.

95 Task 1, Part B, Project Kickoff Briefing: This requirement indicates that the project management plan (PMP) to be briefed at the kickoff meeting will include a schedule including deliverables, tasks, and subtasks with major milestones. Is this level of detail (schedule of deliverables, tasks, and subtasks with major milestones) required in the draft

The PMP as part of the proposal must fit within the confines of page limitations set forth in the solicitation.

The Contractor shall provide an updated detailed Project Management/Implementation Plan (PMP) with no page limitations and briefing for the project team, within fourteen (14) days of award, which presents the Contractor’s plan for completing the contract describing the technical approach, management plan, organizational

PMP that is to be submitted during the proposal phase?

structure and resources, and management controls that will meet the objectives of this PWS.

96 Task 1, Part C, subtask 2, Monthly Status Report: Will the Smart book (SMT) format for monthly status reporting require the contractor to utilize a specific application that is compatible with Government systems?

SEE Schedule of Deliverables for format.

97 Task 2 has requirements for drafting and coordination of TAP congressional and legislative documents and schematics, directives, and standard operating procedures.

Could the Government please provide an estimated level of effort?

See update to PWS, no more than 10 monthly updates.

98 Task 2 has requirements for drafting and coordination of TAP congressional and legislative documents and schematics, directives, and standard operating procedures.

How many congressional and legislative documents and the average estimated length?

See update to PWS.

99 Task 2 has requirements for drafting and coordination of TAP congressional and legislative documents and schematics, directives, and standard operating procedures.

Are the standard operating procedures specific to the work performed by the contractor’s staff?

The SOPs are specific to Task 2 for use by interagency partners.

100 Task 2 has requirements for drafting and coordination of TAP congressional and legislative documents and schematics, directives, and standard operating procedures.

Are the standard operating procedures referred to in Task 2 for support of the overall TAP program? If so, could the government please provide an estimated level of effort?

See update to PWS, no more than 10 monthly updates.

101 Task 3, Operations: The subtasks in this section provide times estimates for each even[t]. Is any follow-on support by the contractor Benefits Advisor prior to or following completion of these events? If so, could the Government provide additional details on the required support?

Post event activities include any individual appointments made, which would be one-on-one engagements in the PWS. In addition, they must report in the ORT and provide any follow on events.

102 Task 3, Operations, On-site Activities: This section states that all classroom and event materials are provided by the Government.

Will any classroom setup or takedown need to be performed by the contractor?

No, that is not expected but briefers will have to create event in ORT prior to event and close it out within five calendar days. Set up or take down of classroom is not needed except to occasionally assist the DoD TAP manager, see section G of the PWS.

103 Task 3, Part B, VA Benefits I and II Briefings:

The tasks states that VA Benefits Briefing is

This is actual training time. The DoD is responsible for set up and takedown of classrooms.

estimated to last 4 hours and the Benefits II Briefing is estimated to last 2 hours. Are these time estimates inclusive of any preparation including setup or takedown of classrooms?

104 Task 3, Part C, Career Technical Training Track (CTTT): This section states that the CTTT is estimated at two days. How many hours of instruction are required in each day?

CTTT is estimated 6-8 hours each day for 2 days

105 Task 3, Part D, Military Life Cycle (MLC): This tasks states that MLC events are estimated to last 1 hour. Will events require any additional contractor support such as set up or takedown?

See answer to 102.

106 Task 3, Part D, Military Life Cycle (MLC): Will support of MLC events require contractor travel?

Travel will only be required if itinerant site requests an MLC and there are enough registered to host an MLC event. Travel would be covered under the Material Travel CLIN.

107 Task 3, Part F, One-on-One Engagements:

Could the Government please provide historical workload data associated with Capstone Support?

Historical data is not available for the one-on-one engagements. However the Attachment F for throughput includes basic information.

108 Task 3, Part F, One-on-One Engagements: Can the Government please provide historical workload data for one-on-one engagements?

Historical data is not available for the one-on-one engagements. However the Attachment F for throughput includes basic information.

109 Task 5, Part A, Benefits I & II Training: This task requires the contractor to conduct a two-week training. Is pre-training included as part of the two-weeks?

See updated language in PWS, Task 5 Part A- bullet 2.

110 Task 5, Part A, Benefits I & II Training: This task requires the contractor to conduct a two-week training. Is the training to be completed only one time by contractor staff that will conduct Benefits I and II briefings?

The Contractor shall develop a training schedule to ensure all Briefers demonstrate proficiency in both written and presentation evaluations prior to conducting instruction.

111 Task 5, Part A, Benefits I & II Training: This task requires the contractor to conduct a two-week training. Is the training required to be completed only by newly hire contractor staff that will conduct Benefits I and II briefings?

SEE Task 5: Part D. Refresher Training.

112 Task 5, Part B, CTTT Training. This task requires the contractor to conduct a three-week training. Is pre-training included as part of the three-weeks?

See updated language in PWS, Task 5 Part B- bullet 2.

113 Task 5, Part B, CTTT Training. This task requires the contractor to conduct a three-week training. Is the training to be completed only one time by contractor staff conducting CTTT training?

SEE ANSWER TO QUESTION 110.

114 Task 5, Part B, CTTT Training. This task requires the contractor to conduct a three-week training. Is the training required to be completed only by newly hired contractor staff with will conduct CTTT training?

SEE ANSWER TO QUESTION 111.

115 Task 5, Part D, Refresher Training: How often will the contractor be required to conduct refresher training?

This should be submitted by the contractor as part of the PMP for evaluation.

116 Task 8: This task is for the optional development of a new module. How long would the module be?

This task shall include the complete design, development, and deployment of a new classroom instruction module similar to the existing Benefits I, Benefits II or Career and Technical Training Track

117 The draft PWS states, “The contractor must be generally available 0730 to 1630 local time.”

a. Will this requirement be waived if a local TAP Office requires hours outside this time period?

b. Will the Contractor be constrained contractually to the 0730 to 1630 time window?

As stated in the PWS the contractor is responsible for conducting business that meets the needs of the location where they are assigned. This is generally 7:30-4:30 (local time).

118 PWS states: “VA Benefits Advisor shall maintain walk-in availability.” Given that Government has indicated that the relevant task will be FFP and not T&M, what is the specific Government requirement or performance standard that the Contractor is expected to meet?

Please see updated PWS. This requirement is T&M. The performance standards are listed in Attachment I of the solicitation.

119 At Industry Day, VA indicated that that the IV&V contract would precede the larger TAP support contract. Given that certain reporting and quality assurance activities currently listed in the PWS might be partially or entirely covered by the IV&V contract, does VA still intend to award that contract first?

VA intends to award this contract first, with the IV&V/ PMM being awarded under the internal ID/IQ ADVISOR.

120 The PWS states that, “The contractor will be required to provide all resources necessary to accomplish the deliverables described in the performance work statement (PWS).”

a. We are concerned that this requirements may conflict with the requirement to use VA internal systems, email, and other associated technologies.

b. Specifically, what are the Government’s requirements if the Contractor’s performance is dependent on VA resources and systems and those resources and systems are not available?

There is no conflict - access to VA email can be completed by using PIV card and card reader. There is only one system that needs to be accessed and that is ORT. If the tool is not accessible due to lack of internet connection, Contractor shall provide electronic reports of deliverables in MS Word.

121 The draft PWS states that, “All contract communication and communication related to work completed toward this contract must occur on VA approved email accounts.”

a. Does “VA approved email accounts” equate to VA email accounts or are Contractor email accounts acceptable subject to VA review and approval?

b. What, if any, exceptions to this will/can be granted given that remote VA email access also requires CITRIX and a PIV, which can take an

a. All work is to be done on VA emails

b. Exceptions, if any, will be handled after award.

c. See answer to question 4.

d. 30 days assuming there is no issue with background check extended amount of time to obtain?

c. Will personnel, specifically Benefits Advisors, be prevented from performing their duties until they have obtained a VA email address and associated access, even if extended delays are at no fault of the Contractor?

d. What performance standard can the Contractor use as a reasonable timeframe for obtaining a VA email account?

123 The PWS states “All documents must be stored on a VA Network or other location that has been expressly approved by the COR and the Government PM.” Please define document as the PWS uses the terms “document”, “deliverables”, “communications, and “work products” without any distinction or definition.

Specifically,

a. Will VA provide direct access to VA networks with all software required to accomplish the PWS requirements?

b. Given the time it takes to acquire access to the VA network, will the COR and Government PM approve a non-VA network storage space until a set number of contract personnel have VA network access?

c. If no to b., will performance under the contract be delayed until a set number of contract personnel have a VA-approved email account?

d. Suggest the PWS clearly define the systems and networks that the contractor will be able to access.

a. Any and all must be stored on VA Network or other location expressly approved by the Government. VA will create a SharePoint for all deliverables. No special software will be required.

b. This will be discussed upon award.

c. See answer to question 4.

d. See updates to PWS.

124 The PWS states “All contract communication and communication related to work completed toward this contract must occur on VA-approved email accounts.” It also states “All Contractor personnel shall complete, at a minimum, fingerprint submissions for security background checks before performing work.”

Contractor personnel would not have a VA-approved e-mail account after the minimum requirements are completed to be able to start performing work. Will the Contractor be provided an interim e-mail account between fingerprint submissions and establishment of a VA e-mail account?

This will be discussed on award, but refer to answer to question 4.

125 The PWS states that, “The Contractor shall complete initial training of staff members to include VA onboarding and badging within sixty (60) calendar days of award of the contract.”

a. Would the government consider extending

See answer to question number 4. It is 60 days from effective date of award.

the requirement as the contractor has no control over the length of time it takes to obtain VA badges?

b. Will Contractor staff be prevented from working on the contract after 60 days, even if the delay is due to VA processing times?

126 The PWS states, “The Contractor shall submit a Transition Plan that describes…providing an orderly transition during the Contract’s Phase in/Phase out period in accordance with the PWS”. The Period of Performance under PWS Section A. General Information Part 6, does not include the timeframe for Phase In/Phase Out. How long is the Phase In/Phase Out period?

SEE ANSWER TO QUESTION 4.

127 What is “Smart book (SMT) format”? Please provide a reference or example.

SEE Schedule of Deliverables for format.

128 The PWS states that, “The SMT shall be organized according to the PWS Tasks, and include, at a minimum, the following items:

[left out for brevity]” Please clarify each of these requirements:

a. What does the Government mean by “any requirements stated in the PWS?”

b. Should pre-trip requests be submitted via the MSR rather than on a rolling basis?

What pre-trip request information should be included in the MSR?

c. What post-trip report information should be included in the MSR?

d. What information is requested for “submission of all information necessary to obtain VA email addresses for contract staff?”

e. Does the Government intend for these submission to occur monthly in this format, or should the contractor submit these applications independent of the MSR?

f. PWS states “any other items requested by the Government, through the CO.” What bounds will the Government impose on this open-ended and unlimited requirement given that the Task is FFP?

a. See Deliverable 1.A.1, 1.B.1, 1.C.1, task 6 etc.

b. Pre-trip requests are separate requests and are to be submitted on rolling basis.

c. Completion of AAR in the ORT.

d. this is the BI etc needed for on boarding. Specifics will be provided on award.

e. The applications must be submitted as they are ready-with no delays.

f. Any other items will be directly in support of TAP.

129 The PWS states that the kick-off briefing will be held within ten (10) calendar days after contract award. The Contractor is to brief the details of the Project Management Plan (PMP) at the kick-off briefing. The detailed PMP and briefing is due, per section C. Task 1 Part A of the PWS, within 14 days of award. Would the Government consider changing the kick-off briefing to occur within 14 days after contract award to correct this discrepancy?

The PMP will be in draft for the kickoff meeting and will be finalized 14 days after effective date.

130 The PWS states, “The Contractor will provide the (MSR) to the Government in a Smart book (SMT) format, electronically, no later than the 5th calendar day of each month.” Given the potential lags in actual costs for all ODC and Travel costs, will the Government consider extending this timeline to allow for more accurate reporting of costs?

The Contractor will provide the (MSR) to the Government in a Smart book (SMT) format, electronically, no later than the 15th calendar day of each month. The SMT will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month.

131 PWS states: “Benefit Advisors supporting this contract shall obtain a VA email address to use in support of all related PWS requirements.”

How does this requirement reconcile with the requirement for a “VA-approved email” under Section B?

It is the same.

132 We note a number of tasks related to supporting a Strategic Communications Working Group; supporting draft and coordination of memos, reports, documentation, and letters; and outreach and public engagement, but no over-arching coordination task for strategic communications or a deliverable for a strategic communications plan. Does the government plan to coordinate all strategic communications planning and implementation with only vendor support in these areas, or is a strategic communications plan and support needed, along with relevant subject matter experts?

SEE ANSWER TO QUESTION 46.

133 Please clarify the number, length, and frequency of these task deliverables or, alternatively, please provide a representative sample of each product covering a specific timeframe (e.g., monthly)

SEE Schedule of Deliverables.

134 The PWS states “The Contractor shall analyze and provide a level of effort, plan and recommend effective date within five (5) days from the date of draft [CR] submission.” The…