G099--FY23: - Safe Haven Model (based + opt) (VA-23-00003209)12 bed Emergency Residential Services

12 beds Safe Haven Model

Questions and Answers

we re there any previous winners of a contract similar to this for price comparison? If so may I have a copy of the previous winner?

The previous contract was with Selikoff Center.

SELIKOFF CENTER, INC.

3435 LANDS DOWNE DR

MONTGOMERY, AL 36111

Previous Contract Number: 36C24718G0019

Contract Value:Â $1,357,500.00

Does the service contract require a business to be a Veteran - Owned business?Â

No. It does not; however, if you want to receive credit for being a Veteran Owned business you must be registered in Vet CertÂ

Veteran Small Business Certification (sba.gov)Â by the time of award.

Veteran Small Business Certification

Veteran Small Business Certification

veterans.certify.sba.gov

I see where it says the facility must be walked  through with the VA and be in the ne position of the contractor. I wanted to know if the facility will already have to be built  out ?

Yes. You will need to be built out in the event that you appear to have a successful quote because an inspection team will be coming out to your facility prior to award.

On Page 5 of 95, the solicitation states that the contract will be for the period of July 24, 2023 July 23, 2024, with four option years. Since those dates have passed, could you please post the anticipated contract dates?

The dates of service is beginning October 1, 2023 - September 30, 2024 with four option periods. The dates on page 5 is incorrect.

The solicitation documents do not provide instructions on the required page count, font size and the order of sections in the response. Could you please clarify how you would like the response structured?

Please see the Addendum to Instructions to Offeror below.

I wasn t aware of the certification requirement for registration as a veteran small business owner and I ve recently submitted my request for registration. It is currently pending. Is it okay for us to be registered as a small business under the entity of being incorporated?

You need to registered in SAM.gov to do business with the government. In addition, if you want to receive credit for being a Veteran Owned Business then you need to be registered also in Vet Cert. See answer to question number 2.

I m not sure that I understand the format that the bid is to be submitted. Are all services (including food and transportation) to be listed, itemized and divided by 365 days? Or should we submit our bid in alignment with the national Grant Per diem rate?

See Addendum to Instructions to Offeror below.

Is this proposal only for male veterans? We have two shelters, one for women and one for men. We offer shelter for both male and female veterans.Â

This requirement is for male veterans.

Are bunkbeds okay for the contract beds? We have both single beds and bunkbeds. With the last contact, we designated four single beds (all in the same room) specifically for the contract beds. With six beds being the minimum, we would have to use bunkbeds or have more than one room designated as veteran contract beds.Â

This requirement only specifies that beds be six feet apart for head to foot.

10. Is there a specific format for our proposal? Am I missing those details in the solicitation?Â

Please see the Addendum to Instructions to Offeror below.

Addendum to 52.212-1 Instructions to Offerors Commercial Items

ADDITIONAL INSTRUCTIONS TO OFFEROR

Any questions should be emailed to the Contacting Officer, Tanjia.Dotson@va.gov no later than 12:00 PM Eastern Standard Time (EST) on Aug 25, 2023. Proposals shall be received no later than 3:00 pm EST on September 6, 2023. The Vendor should request VA s confirmation of receipt for the proposal at the time the proposal submission. Failure to provide all requested documents and information may result in a rejected offer and/or unacceptable rating.

Rating and Award Criteria: This requirement will use FAR 13.106-2(b) Comparative Evaluation Procedures to determine the Best Value procurement for the government. The Government may award to other than the lowest priced Offeror.

To be considered for award the offeror must achieve an acceptable rating or higher for each technical sub-factor. For past performance the government will assign a confidence rating based on the offeror s past performance. The Government will consider recent and relevant past performance information to assess its confidence in the offeror. Recent will be within three years of proposal submission and relevant will be transitional housing services. The Government intends to award without discussions; however, it reserves the right to engage in discussions if the CO determines it is in the Government s best interest. In addition to achieving acceptable ratings for the evaluation criteria, the offeror must be fully responsive to the solicitation to be considered for award. Failure to respond to the award may result in the offeror from being considered for award.

Evaluation Factors:

Technical Capability Staffing Plan (12 beds six feet apart; Utilization of Safe Haven Model; Ability to Meet Task 1 of PWS)

Management and Delivery (Ability to Meet Task 2-4 of PWS)

Past Performance (have two references)

Price (completed Schedule of Items - Price schedule)

Technical, Management and Delivery and Past Performance when combined are slightly more important than price.

Paragraph (c) Period for acceptance of offers is tailored to extend the period of time the offeror agrees to hold the prices in its offer firm. The offeror agrees to hold its offered price for 120 calendar days from the date specified for receipt of offers.

The offeror shall provide the following with proposal:

Signed SF 1449

Completed Contract Administration Data

Completed price schedule of Items for all CLINS.

Signed Quality Assurance Surveillance Plan (QASP) from Section D- Contract Documents, Exhibits, or attachments.

Technical Capability Information and Ability to Meet Task 1 of Performance Work Statement (PWS) (e.g., pictures, floorplans, organization chart, capability statement)

Management and Delivery Plan: Description and reporting reflecting the contractor s plan for meeting of contract requirements and performance standards outlined in Tasks 2, 3 and 4 of the PWS.

Past Performance References (2)

Copies of all required insurance certificates.

Copy of VET CERT (if claiming VOSB or SDVOSB)

Past Performance

The Relevant Experience/Past Performance evaluation will assess the relative risks

associated with an offeror s likelihood of success in performing the solicitation s

requirements as indicated by that offeror s record of Relevant Experience/Past

Performance.

(A) All offerors must have at least one (1) year of past performance experience providing the requested services and a list of two (2) past performance references provided with their proposal submission. To be considered relevant and recent, the past performance must be of a similar size and scope of this requirement and must have been within the past two years.

Each offeror must provide a list of at least two (2) past performance references with the following information (in case no survey are completed):

a) Agency / Company name

b) Point of Contact

c) Contract Number

d) Dates Service/Supply Provided

e) Amount of Contract/Order

f) Phone number

g) Email

The Government may also consider any additional past performance information that is

available to the Government. Offerors shall ensure the accuracy of references provided.

The Government will not be responsible for tracking incorrect references and phone

numbers or those Past Performance Questionnaire References not submitted by the

closing date. Providing incorrect references and phone numbers may render proposal

unsatisfactory. Offerors are reminded that while the Government may elect to consider

data obtained from other sources, the burden of providing thorough and complete

performance information rests with the offeror. In the case of an Offeror without a record

of relevant past performance or for whom information on past performance is not

available, the Offeror will not be evaluated favorably or unfavorably on past performance.

Price - The offer should contain the Offeror s best terms from a price standpoint. The Government will evaluate offers for award purposes by adding the total price for all contract line items for a total price.

Complete the Schedule of Items Page of Solicitation

OTHER

SAM Registration is now required at Offer Submission

The Federal Acquisition Regulation (FAR) now requires offerors and bidders to be registered in the System for Award Management (SAM) before submitting an offer or bid. It also requires contracting officers verify this registration and use the name and physical address from the contractor s SAM registration for the provided unique entity identifier.

The Offeror s quote shall be submitted electronically by the date and time indicated in the solicitation via email to Tanjia.Dotson@va,gov in the files set forth below. The Offeror s quote shall consist of THREE (3) volumes. The Volumes are I -Technical; II - Management and Delivery; III - Past Performance and; IV - Price.

. QUOTE FILES. Offeror s responses shall be submitted in accordance with the following instructions:

b. Format. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. All proprietary information shall be clearly and properly marked.

c.. File Packaging. All of the quote files may be compressed (zipped) into one file entitled quote.zip using WinZip version 6.2 or later version or the quote files may be submitted individually. Offerors are encouraged to send test messages to the contract specialist to ensure timely transmission of their quotes to the Government. Email size limitation: Attachments cannot be more than 10MB in each transmission. Send in multiple emails if necessary. If Offeror does not receive confirmation of quote receipt it may mean that it was not received.

d. Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. The titles and page limits requirements for each file are shown in the Table below:

Volume I Technical

Description

File Name

Page Limit

Section 1 Technical Capability (staffing plan, pictures, floorplans, etc.) Describe Ability to Meet Task 1 of Performance Work Statement (PWS)

No Page Limit

Section 2 Completed Contract Administration Data and provided any signed amendments

No Page Limit

Volume II Management and Delivery

Section 1 Describe Ability to Meet requirements of Tasks 2, 3 and 4 of PWS

Volume III Past Performance

Volume III Veterans and Small Business Involvement Files

Section 1 Contract Performance (Provide dates, points of contact for 2 previous contracts and/or completed work)

No Page Limit

Volume IV Price

Volume IV - Price Files

Section 1 Completed Schedule of Items

No Page

Limit

VIII. Ratings and Definitions

To receive consideration for award, a rating of no less than Acceptable must be achieved for the Technical (Staffing Plan) and Satisfactory for Past Performance.

The relative importance of factors and sub-factors is as follows: Technical and Past Performance are of equal importance. All non-price factors, when combined, are slightly more important than Price.

*ALL factors must be rated ACCEPTABLE/SATISFACTORY to be considered for award.

1. Technical Evaluation Standards.

Acceptable

ALL of the minimum acceptable criteria are clearly met by the proposal. The offeror s proposal meets the performance and technical capability requirements defined in the SOW. NOTE: Once the proposals have been determined to be technically acceptable, award will based on cost/price only.

Unacceptable

Not all of the minimum acceptable criteria are met by the proposal. An unacceptable quote contains one or more deficiencies. Quote fails to meet specified minimum performance and technical capability requirements defined in the SOW.

Past Performance Evaluation Standards.

Past Performance evaluation standards are used for measuring each Offeror s past performance. Past Performance evaluation standards are not releasable either in the solicitation or outside the selection organization. Evaluators will rate each quote and indicate its worth in relation to the Past Performance standards.

Past Performance Ratings definitions:

Rating

Definition

Excellent/High Confidence

The contractor s performance meets contractual requirements and exceeds many (requirements) to the Government s benefit. In addition, if confronted with problems, the contractor took corrective actions that were highly effective and showed significant effort directed to working with the Government. Such corrective actions were often taken proactively. Based on the Offeror's performance record, essentially no doubt exists that the Offeror will successfully perform the required effort.

Very Good/Significant Confidence

The contractor s performance meets contractual requirements and exceeds some (requirements) to the Government s benefit. In addition, the contractual performance was accomplished with some minor problems, and when confronted with problems, minor or otherwise, the contractor took corrective actions that were effective. Based on the Offeror's performance record, little doubt exists that the Offeror will successfully perform the required effort.

Good/Confidence

The contractor s performance meets contractual requirements. The contractual performance contained some problems for which corrective actions taken by the contractor were satisfactory or for which exceptional efforts were taken but still proved not to be completely effective for reasons typically beyond the contractor s control. Based on the Offeror's performance record, some doubt exists that the Offeror will successfully perform the required effort.

Marginal/Little Confidence

Performance does not meet some contractual requirements. The contractual performance reflects minor problem(s) for which the contractor did not identify corrective actions, or the contractor s proposed actions for problems (serious or minor) appeared only marginally effective or (when under contractor control) were not fully implemented. Based on the Offeror's performance record, substantial doubt exists that the Offeror will successfully perform the required effort. Changes to the Offeror's existing processes may be necessary in order to achieve contract requirements.

Unsatisfactory/No Confidence

Performance does not meet most contractual requirements, and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor s corrective actions were ineffective or reflected serious problems for which the contractor did not identify corrective actions. Based on the Offeror's performance record, extreme doubt exists that the Offeror will successfully perform the required effort.

Neutral/Unknown Confidence

There is no performance record identifiable (see FAR 15.305(a) (2) (iii) and (iv)).