Questions and answers AO 16 JUL - 18 Posted.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- Athletic Health Services - OHWS
- Solicitation number
- W50S9C-25-Q-A009
About this file
This document is a Questions and Answers (Q&A) file for a federal solicitation for Athletic Health Services at the Vermont Army National Guard. The solicitation (W50S9C-25-Q-A009) is a small business set-aside for a Firm Fixed Price purchase order covering athletic training and strength conditioning services, with a period of performance from September 25, 2025 to September 22, 2026. Key details include a requirement for an Athletic Trainer and Strength and Conditioning Specialist to provide services Tuesday through Saturday, with up to 432 annual hours divided into 36 five-hour blocks, operating between 0700-1700 hours.
The current incumbent is LMR Technical Group, and the contract will be awarded on a best value trade-off basis using FAR 13 and FAR Part 12 procedures. Notable requirements include on-base service delivery at a dedicated 800 sq ft facility, no telework permitted, and contractor-managed scheduling and data handling. The solicitation requires contractors to provide all necessary equipment, with specific staffing expectations that do not allow a single person to fulfill both athletic training and strength conditioning roles. The anticipated award date is approximately 30 days prior to the performance period, with contractors expected to have independent medical oversight and the ability to provide additional evidence-based therapies.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| PERFORMANCE WORK STATEMENT SEP 25 - SEP 26 7-18.pdf | ||
| Instructions To Offerors 7-18.pdf | ||
| 25QA009 Pricing Workbook 7-18.xlsx | XLSX spreadsheet | |
| Performance Assessment Questionaire.docx | DOCX document | |
| Provisions and Clauses W50S9C25QA009.pdf | ||
| Instructions To Offerors.pdf | ||
| 25QA009 Pricing Workbook.xlsx | XLSX spreadsheet | |
| PERFORMANCE WORK STATEMENT SEP 25 - SEP 26.pdf |
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Sheet1
| Question | Answer and Comment | |
| 1 | The solicitation states that only prime contractor past performance will be evaluated. However, our company lacks prime-level references as a newer entity and instead proposes to leverage the past performance of a major subcontractor who performed a critical portion of similar contracts. Will the government accept prime offeror past performance that was performed as a subcontractor? ITO p. 10, 10.1; p. 19, Section D, 2 | "Absent any recent and relevant past performance history or when the performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned, the offeror will be assigned a “neutral confidence rating” and its proposal will not be evaluated either favorably or unfavorably on past performance." P. 19 IOT |
| 2 | Will the government allow past performance of major subcontractors to be evaluated as part of the prime offeror’s past performance assessment? p. 10, 10.1; p. 19, Section D, 3 | The requirement is to serve as a prime contractor for this requirement. |
| 3 | Who is responsible for Government Furnished Equipment (GFE) that needs to be replaced? PWS 3.3.2 | The Government will replace equipment that has reached the end of it's useful life. |
| 4 | Is there any equipment, hydraulic high/low table, rolling strools, travel table, etc. currently in place that will stay with the newly awarded contract? 4.1 | The contractor is responsible for providing all CFP/M/E listed in 4.1. |
| 5 | Would the government consider accepting supplies on an Other Direct Cost (ODC) basis, rather than built in to the FFP, in order to increase cost-effectiveness? 4.1 | Additional supplies will not be billed as ODCs. This is intended to increase effectiveness of the contractor's technical capability. |
| 6 | Will the contractor be working 4 - 10 hour days, and is the schedule adjusted on drill weekends in order to not have OT? p.1, 1.4.1 | Generally yes to 4-10 hour days. During Drill weekend the schedule is typically 5-10 hour days (Tue-Sat). |
| 7 | What will be accepted as "demonstrated internal training and education to ensure staff are qualified to focus on neck and back injury treatment and prevention above and beyond industry standard practice"? Is McKenzie method training or equivalent required, since that is more assessment and diagnosis? p.5, 1.4.7 | This will be assessed on a case by case basis and comparisons made between submittals. Any training will be accepted but will be measured for best value. |
| 8 | Will you consider any active state license rather than a VT license? If VT only, will AT be able to start with a waiver prior to receiving it? p. 5, 1.4.7.1 | The requirement is to be able to practice AT in VT |
| 9 | When evaluating the RFQ will certain volumes hold more weight than others? What is the most important evaluation factor for the government? p. 14, 14.0 | This is a best value source selection not LPTA P.14-16 14.0-14.2.5 |
| 10 | Will the Government provide a current inventory list of the gym and performance equipment available at the VT ANG facility to assess if additional equipment will be needed for contract execution? | See PWS 3.3 |
| 11 | Can the Government provide the approximate number of pilots requiring ITPs and services under this contract to align staffing and scheduling plans appropriately? | See PWS TE 3. |
| 12 | Will there be a minimum or maximum weekly session expectation per pilot, or is the contractor responsible for determining frequency based on assessments? | Sessions will be determined by assessment and clients availability. |
| 13 | What is the average timeline for T1 background checks and CAC issuance for contractor personnel to gain on-base access post-award? | Average is two weeks for base access, once information has been submitted. |
| 14 | Is there a current incumbent providing these services, if yes can you please provide more information about it? | LMR Technical Group, under W50S9C24PA014 |
| 15 | While the PWS states no telework, in the event of weather closures or emergencies, will the Government permit virtual consultation or program support temporarily? | The government does not intend to make an exception to the no telework policy. |
| 16 | Beyond liability insurance, are there any additional insurance coverages (e.g., workers’ compensation, auto) specifically required for on-base performance? | Please review the requirements of FAR Part 28 as well as applicapable state laws. |
| 17 | What is the anticipated contract award and expected start date to align pipeline and onboarding planning for staff? | Anticipated award date is 30 days prior to period of performance beginning. |
| 18 | Based on the estimated workload data and the work schedule provided (Tuesday–Saturday, up to 2000 hours on certain days), can the Government clarify whether the services should be staffed at full-time capacity or if part-time labor? PWS 1.4.1, TE 3 & TE 4 | This is not a labor hour requirement. The specialties are very required to be performed concurrently. |
| 20 | Are there any anticipated surge periods or significant deviations from the estimated schedule that offerors should plan for? | Not currently anticipated. |
| 21 | Is there flexibility in scheduling services within the stated hours (0600–1700, not to exceed 2000 Tuesday–Saturday)? | No. hours are 0700-1700 not to exceed 2000 on night weeks |
| 22 | Is there a phase-in or transition period expected to ensure continuity of services? PWS 1.4.15 | Anticipated award date is 30 days prior to period of performance beginning. Contractor should plan on having access to records, but not prior contractor staff. |
| 23 | Will there be an opportunity to coordinate with the incumbent to ensure a smooth handover? | Incumbent information has been supplied in question 14. |
| 24 | Could the Government clarify if there have been any recent changes to the Government Furnished Property or Equipment list? PWS 3.0 | no changes. |
| 25 | Is there any additional equipment or material that the new contractor would be expected to supply beyond what is listed in the PWS? | The contractor shall provide detail on any items included to increase effectiveness of the program. IOT P.16 9.5 |
| 26 | Are there any anticipated changes to the scope of work during the period of performance? | No changes are anticpated, however TE3 is an estimate. |
| 27 | Will the incumbent contractor's staff be eligible for transition or rehire? | The contracting office does not have any mechanisms in place preventing the incumbent's staff from being retained. |
| 28 | Small Business Set-Aside Eligibility: | This requirement is set aside for small business. |
| 29 | The PWS notes 432 hours annually, broken into 36 five-hour blocks for both the Athletic Trainer and Strength and Conditioning Specialist. Based on this, it averages to approximately 12 hours every two weeks. Could you please confirm if the Government anticipates these services being delivered biweekly, monthly, or spread unevenly across the year? Will you as the contracting officer provide a schedule or will I schedule the ATC and CSC between 0600-1700 not to exceed 2000 on Tuesday through Saturday? | See answer 6. |
| 30 | Can a single individual qualified in both athletic training and strength & conditioning certifications fulfill both roles under the contract, or are two separate professionals required (one AT and one SCS)? How many personnel as the Performance Work Statement (PWS) doesn’t explicitly state the number of personnel requested. | The amount of blocks required for both speciaties would not allow both displines to be performed by the same person. |
| 31 | What are the specific responsibilities and availability requirements for the remote overseeing medical provider? | There is not a requirement to provide medical oversight. However the contractor shall provide oversight to their employees and be available to address questions and concerns within 48 hours of notification. |
| 32 | Is a staffing backup plan required to ensure continuous service delivery during absences or turnover? | Delays or unscheduled cancellations will be annotated in performance evaluations and monthly COR reports. |
| 33 | Is there an expectation for a formal transition plan or overlap with the outgoing/incoming provider? | The follow on contractor should assume there will not be. |
| 34 | Can the contractor propose additional evidence-based therapies (e.g., dry needling, myofascial release) under this scope? | Yes |
| 35 | Please provide the current daily staffing model and scheduling. | The contracting office does not provide this information. However, PWS TE3 provides an estimate. |
| 36 | What is the average monthly utilization and peak usage per time block? Has this varied significantly in previous years? | The contracting office does not provide this information. However, PWS TE3 provides an estimate. |
| 37 | How much advance notice will be provided for the eight “night weeks” mentioned? Are evening hours compensated differently or require additional staffing? | Contractor to determine compensation in order to be competitive. Generally, 30 days notice can be anticipated for evening hours. |
| 38 | What is the maximum utilization expected to be seen simultaneously during peak hours? Will services typically be one-on-one, small group, or mixed? | PWS TE3 provides an estimate of maxium class size per block. |
| 39 | For Drill Saturdays, what are the expected staff presence and service demand? Are these hours predictable or subject to change? | Same as during the week but typically Saturday only |
| 40 | Will the contractor have exclusive use of the 800 sq ft facility and its rooms during operating hours, or will there be shared access with other base personnel or units? | Exclusive use other than clients |
| 41 | Are locker rooms, storage areas, or private documentation workspaces available for contractor staff? | Yes |
| 42 | Please provide floorplans or photos for planning staff and equipment layout. | See PWS 3.0-3.3 for area dimensions and equipment list. |
| 43 | Are government-provided cleaning supplies expected to be restocked by the Government, or should the contractor plan for resupply? | Yes |
| 44 | Will the Government provide a scheduling system or portal for managing client appointments, or is the contractor expected to create and manage this independently? | contractor managed |
| 45 | What are the expectations for data handling, storage, and destruction of sensitive client health information? Is HIPAA compliance required? | contractor managed- Yes, IAW standard practices |
| 46 | Will government Wi-Fi be available and reliable for contractor use, or should the contractor plan for independent internet service? | WiFi is availible |
| 47 | Please confirm the Basis of Estimate (BOE) sheets requested in the price quote (section 11.1.2 of Instructions to Offerors) is simply a breakdown of our proposed unit prices for each CLIN. | Yes |
| 48 | Is a HUBZone Price Preference Discount applied? | No. IOT 52.212-1 (a)1 Revised, A(2) & a(3) removed. |
| 49 | Is this Athletic Health Services - OHWS (RFQ) requirement fall under the Service Contract Act? If so, please provide the current Wage Determination (WD) for the respective county of the South Burlington, VT. The last relevant published WD is obsolete- dating back 2015. | This service is not covered by the SCA. The latest revision to the VT SCA is 2015-4137 R 33 |
| 50 | Quote Pricing Workbook: If the Unit Price is for the 5 hours block, with quantity of 324 for the Base Year, annual work hours are significantly lower for FTE staff. Is Government intending to fully fund the Base year with 40 hours per week full time staff engagement? | The Government intends to award for the base year, the option may be exercised by COB 30 September. |
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