R699--VA All Employee Survey (AES) CO: Clement Udeani CS: Sharif Shabaz Ra-El

Government responses to vendor questions for All Employee Survey (AES) RFQ No. 36C77620Q0159

Questions related to the Performance Work Statement

2.0 Background Have there been any significant changes to the scope of the All Employee Survey (AES) since 2018 when it merged with the Federal Employee Viewpoints Survey (FEVS)? Is the scope for the base and 4 options years similar to that of the incumbent contract?

There have not been significant changes since 2018. Yes similar to the incumbent contract.

Deliverable 6.1.1 Development of Common Survey Administration Elements Will the Vendor be developing any of the survey questions, or only the layout of the surveys for web, IVR script, and paper?

The vendor is not responsible for developing survey questions. Those are developed by VA. Vendor is responsible for layout and deliverables of web, phone, or paper.

Deliverable 6.1.1.f - Free Text Question(s) Does the VA require Natural Language Processing (NLP) to determine sentiments to flag high-risk comments in the free text responses?

No

6.1.3 Full Administration of the All Employee Survey How many phone survey s does the VA anticipate will need to be conducted each year?

In 2019, there were 1,065 IVR responses.

Deliverable 6.1.3 Full Administration of the All Employee Survey Is 400,000 potential participants and anticipated completion rate of 60% or roughly 240,000 responses similar to what was completed in years past? With only sending out between 2,000 4,000 mail surveys, is it safe to assume more than 95% of responses will be received online?

Yes, the response estimate is correct. Roughly 99% of responses are via web.

Deliverable 6.1.5 Contractor Service Requirements Are these the same/similar requirements to the previous administration of the AES, or has the scope been expanded?

Similar

TASK 6.2 Monthly Report Is the VA interested in any further reporting or analysis of the data? What about integration with patient experience and satisfaction surveys at VA or employee surveys in other healthcare systems?

No, all data analysis is done by VA.

Assuming the paper survey will be mailed to VA facilities, can the Government clarify who will bear the cost of the mailing of the paper survey and to how many locations will the paper surveys be mailed? Similarly, who will pay for the postage of returned completed paper surveys?

The vendor will provide postage (both outgoing and return) to all sites requesting paper surveys. On 2020 there were 85 sites that requested paper surveys.

How many pages and how many questions are in the current survey?

There are 20 demographic questions, 57 core AES questions, and 1 free text question. There are in addition 105 Module questions which are branched only to specific respondents (provided by VA) on the web version of the survey.

Only 16 of the demographic questions and 56 of the core questions are asked on the phone and IVR version of the survey as those modes do not require branching.

Can the Government provide the contract value of the previous contract for this work?

No.

Will an Authority to Operate (ATO) be required for this project?

Yes.

Page 12 of PWS, Deliverable 6.1.4c - Privacy Statement - Can the Government please give more detail to this task? What is required in the Privacy Statement?

This is referring to the standard VA IT requirements that the contractor awarded the contract will need to agree to.

Page 18 of PWS, Deliverable 6.1.2.7 Live AES file has a quantity of 52. Can the Government clarify why a quantity of 52? The description of this deliverable on Page 11 states the following Live data test file with the results of the first 3 days of the survey administration will be provided to VA in the prescribed format within 5 business days after the start of the survey administration. Free text data will be provided to VA on a weekly basis throughout the course of the administration. This statement seems to indicate that a one-time test file for the first 3 days, then free text data weekly during survey administration (3 weeks).

Yes, that is correct. Along with the full merged quantitative data file (merged web, IVR, and paper 1 day after the survey administration concludes.

Requirements 6.1.5 - Can the Government provide more details as to how the deliverables in this section relate to and differ from 6.1.2, 6.1.3, and 6.1.4? Especially the requirements for Future Administration of Surveys on Page 15, Deliverables 6.1.5.3.a through 6.1.5.3.e. Are these services for the same survey instrument to be administered again in the same year? and Itemized Optional Service on Page 15, Deliverables 6.1.5.4.a through 6.1.5.4.h.. Are these services for the same or different surveys to be administered in the same year?

It's referring to the same survey. The All Employee Survey (AES) is only administered once per year. However, in addition to the core AES questions there are usually other modules on the survey related to specific occupations, organizations, and/or initiatives (these modules may remain the same or change from year to year).

In terms of providing paper surveys, can we include a self-identifier in the paper survey to allow for the data to be merged into the online version?

The paper surveys will include a space for providing workgroup code. This identifier will allow you to merge paper survey results with weblink and IVR results.

Would the Government consider extending the due date?

Only if necessary.

Due Date and Submission Instructions for RFQ: The government notes a 20 page page limit is this in reference to only the Technical Volume? If so, are there page limits for the Price volume or Past Performance Volume?

The maximum page count (including technical, price, and past performance volumes) for the Offeror s quote shall be 20 pages.

Due Date and Submission Instructions for RFQ: Should each volume be submitted in separate documents and/or the same document?

Each volume shall be submitted as separate documents.

Due Date and Submission Instructions for RFQ To confirm, for the Pricing volume, the tables on Pages 3 to 11 of the Solicitation should be completed in either a PDF or Excel document and there is no separate existing Government-issued document for the Pricing volume?

The tables on pages 3 to 11 of the solicitation should be completed in PDF and there is no separate existing Government-issued document for the Pricing volume.

Due Date and Submission Instructions for RFQ: For the Past Performances volume, should there be a separate document submitted by the Offeror with the pertinent information in addition to the Past Performance questionnaires submitted directly to the Government by Past Performance references? Or does the Past Performance Volume reference solely the questionnaires

There should be a separate document submitted by the Offeror with the pertinent information in addition to the Past Performance questionnaire submitted directly to the Government by Past Performance references.

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Project Title:

Combined Solicitation/Synopsis

All Employee Survey (AES)

Solicitation Number:

36C77620Q0159

Posted Date:

August 14th, 2020

Original Response Date:

August 28th, 2020

Current Response Date:

August 28th, 2020

Product or Service Code:

R699

Set Aside (SDVOSB/VOSB):

SDVOSB

NAICS Code:

518210

Contracting Office Address

Program Contracting Activity Central

6150 Oaktree Blvd, Suite 300

Independence OH 44131

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This combined synopsis/solicitation is a SDVOSB set-aside.

This solicitation is a request for quotes (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-06 effective May 06, 2020.

The associated North American Industrial Classification System (NAICS) code for this procurement is 518210, with a small business size standard of $35 million.

The Veteran s Health Administration s (VHA) is issuing this combined synopsis for the provision of services to support the administration of the VA All Employee Survey (AES) to include:

Administration of survey instrument via three (3) modalities (web, phone, and paper).

Data collection for all three (3) modalities. Data shall be able to be captured at various levels.

Development of a quick counts links that can capture response rates (in real time) down to the workgroup level.

All interested companies shall provide quotations for the following:

BASE YEAR

September 30, 2020 thru September 29, 2021 (estimated)

Task/Deliverable

Description

Qty

Unit

Unit Price

Total Price

6.1.1.a

Work group Code

1

EA

6.1.1.b

Occupation Code

1

EA

6.1.1.c

Demographics including required branching

1

EA

6.1.1.d

Organization structure

1

EA

6.1.1.e

Instructions and Definitions with hyperlinks to defined terms.

1

EA

6.1.1.f

Free Text Question

1

EA

6.1.2.1

Consultation and advice on the effective use of survey systems and services offered.

40

EA

6.1.2.2

Help Desk

1

EA

6.1.2.3a

Web based survey

1

EA

6.1.2.3b

Phone based survey

1

EA

6.1.2.3c

Paper Survey

1

EA

6.1.2.4

Provide all survey modalities for acceptance testing: 3 administration modes (web, phone, paper)

1

EA

6.1.2.5

VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly

2

EA

6.1.2.5.a

Automatic e-mail system

1

EA

6.1.2.6

Final AES data file

1

EA

6.1.2.7

Live AES data file

52

EA

6.1.2.8

Toll free help desk

1

EA

6.1.3

All Employee Survey

1

EA

6.1.4.1a

Survey URL and IVR phone #

2

EA

6.1.4.1b

Project Support

1

EA

6.1.4.1c

Privacy statement

1

EA

6.1.4.1d

Distribution of paper surveys

1

EA

6.1.4.2

Secured web setup for survey instrument

1

EA

6.1.4.3

Time Stamps

6.1.5.1a

Secured web setup for survey instrument

1

EA

6.1.5.1b

IVR setup for survey instrument

1

EA

6.1.5.1c

Paper survey setup for survey instrument

1

EA

6.1.5.1d

Response rate update web sites

2

EA

6.1.5.1e

VA review and test run of all processes and data reports

1

EA

6.1.5.1f

Paper surveys printing

4,000

EA

6.1.5.2a

Web Data Collection

1

EA

6.1.5.2b

IVR data collection

1

EA

6.1.5.2c

Paper data collection and scanning

1

EA

6.1.5.2d

Merge responses into 1 data file

1

EA

6.1.5.2e

Secure response rate links

1

EA

6.1.5.2f

Automatic response rate e-mails

1

EA

6.1.5.2g

Data validation

Flag blank and duplicate responses

1

EA

6.1.5.3a

Secured web and IVR setup

2

EA

6.1.5.3b

Paper survey setup

1

EA

6.1.5.3c

Response rate websites

2

EA

6.1.5.3d

VA review and test run of all processes and data reports

3

EA

6.1.5.3e

Paper survey printing

4,000

EA

6.1.5.4a

Module set up

20

EA

6.1.5.4b

Web set up and data collection

1

EA

6.1.5.4c

IVR set up and data collection

1

EA

6.1.5.4d

Paper set up and data collection costs

1

EA

6.1.5.4e

Merge data into 1 file

1

EA

6.1.5.4f

Response rate websites

1

EA

6.1.5.4g

Automatic e-mails

1

EA

6.1.5.4h

Data validation

1

EA

6.2.1

Monthly Report

12

EA

OPTION YEAR 1

OPTION YEAR 1 OF 4

September 30, 2021 thru September 29, 2022 (estimated)

Task/Deliverable

Description

Qty

Unit

UNIT PRICE

TOTAL PRICE

6.1.1.a

Work group Code

1

EA

6.1.1.b

Occupation Code

1

EA

6.1.1.c

Demographics including required branching

1

EA

6.1.1.d

Organization structure

1

EA

6.1.1.e

Instructions and Definitions with hyperlinks to defined terms.

1

EA

6.1.1.f

Free Text Question

1

EA

6.1.2.1

Consultation and advice on the effective use of survey systems and services offered.

40

EA

6.1.2.2

Help Desk

1

EA

6.1.2.3a

Web based survey

1

EA

6.1.2.3b

Phone based survey

1

EA

6.1.2.3c

Paper Survey

1

EA

6.1.2.4

Provide all survey modalities for acceptance testing

1

EA

6.1.2.5

VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly.

2

EA

6.1.2.5.a

Automatic e-mail system

1

EA

6.1.2.6

Final AES data file

1

EA

6.1.2.7

Live AES data file

52

EA

6.1.2.8

Toll free help desk

1

EA

6.1.3

All Employee Survey

1

EA

6.1.4.1a

Survey URL and IVR phone #

2

EA

6.1.4.1b

Project Support

1

EA

6.1.4.1c

Privacy statement

1

EA

6.1.4.1d

Distribution of paper surveys

1

EA

6.1.4.2

Secured web setup for survey instrument

1

EA

6.1.4.3

Time Stamps

6.1.5.1a

Secured web setup for survey instrument

1

EA

6.1.5.1b

IVR setup for survey instrument

1

EA

6.1.5.1c

Paper survey setup for survey instrument

1

EA

6.1.5.1d

Response rate update web sites

2

EA

6.1.5.1e

VA review and test run of all processes and data reports

1

EA

6.1.5.1f

Paper surveys printing

4,000

EA

6.1.5.2a

Web Data Collection

1

EA

6.1.5.2b

IVR data collection

1

EA

6.1.5.2c

Paper data collection and scanning

1

EA

6.1.5.2d

Merge responses into 1 data file

1

EA

6.1.5.2e

Secure response rate links

1

EA

6.1.5.2f

Automatic response rate e-mails

1

EA

6.1.5.2g

Data validation

Flag blank and duplicate responses

1

EA

6.1.5.3a

Secured web and IVR setup

2

EA

6.1.5.3b

Paper survey setup

1

EA

6.1.5.3c

Response rate websites

2

EA

6.1.5.3d

VA review and test run of all processes and data reports

3

EA

6.1.5.3e

Paper survey printing

4,000

EA

6.1.5.4a

Module set up

20

EA

6.1.5.4b

Web set up and data collection

1

EA

6.1.5.4c

IVR set up and data collection

1

EA

6.1.5.4d

Paper set up and data collection costs

1

EA

6.1.5.4e

Merge data into 1 file

1

EA

6.1.5.4f

Response rate websites

1

EA

6.1.5.4g

Automatic e-mails

1

EA

6.1.5.4h

Data validation

1

EA

6.2.1

Monthly Report

12

EA

OPTION YEAR 2

OPTION YEAR 2 OF 4

September 30, 2022 thru September 29, 2023 (estimated)

Task/Deliverable

Description

Qty

Unit

UNIT PRICE

TOTAL PRICE

6.1.1.a

Work group Code

1

EA

6.1.1.b

Occupation Code

1

EA

6.1.1.c

Demographics including required branching

1

EA

6.1.1.d

Organization structure

1

EA

6.1.1.e

Instructions and Definitions with hyperlinks to defined terms.

1

EA

6.1.1.f

Free Text Question

1

EA

6.1.2.1

Consultation and advice on the effective use of survey systems and services offered.

40

EA

6.1.2.2

Help Desk

1

EA

6.1.2.3a

Web based survey

1

EA

6.1.2.3b

Phone based survey

1

EA

6.1.2.3c

Paper Survey

1

EA

6.1.2.4

Provide all survey modalities for acceptance testing

1

EA

6.1.2.5

VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly.

2

EA

6.1.2.5.a

Automatic e-mail system

1

EA

6.1.2.6

Final AES data file

1

EA

6.1.2.7

Live AES data file

52

EA

6.1.2.8

Toll free help desk

1

EA

6.1.3

All Employee Survey

1

EA

6.1.4.1a

Survey URL and IVR phone #

2

EA

6.1.4.1b

Project Support

1

EA

6.1.4.1c

Privacy statement

1

EA

6.1.4.1d

Distribution of paper surveys

1

EA

6.1.4.2

Secured web setup for survey instrument

1

EA

6.1.4.3

Time Stamps

6.1.5.1a

Secured web setup for survey instrument

1

EA

6.1.5.1b

IVR setup for survey instrument

1

EA

6.1.5.1c

Paper survey setup for survey instrument

1

EA

6.1.5.1d

Response rate update web sites

2

EA

6.1.5.1e

VA review and test run of all processes and data reports

1

EA

6.1.5.1f

Paper surveys printing

4,000

EA

6.1.5.2a

Web Data Collection

1

EA

6.1.5.2b

IVR data collection

1

EA

6.1.5.2c

Paper data collection and scanning

1

EA

6.1.5.2d

Merge responses into 1 data file

1

EA

6.1.5.2e

Secure response rate links

1

EA

6.1.5.2f

Automatic response rate e-mails

1

EA

6.1.5.2g

Data validation

Flag blank and duplicate responses

1

EA

6.1.5.3a

Secured web and IVR setup

2

EA

6.1.5.3b

Paper survey setup

1

EA

6.1.5.3c

Response rate websites

2

EA

6.1.5.3d

VA review and test run of all processes and data reports

3

EA

6.1.5.3e

Paper survey printing

4,000

EA

6.1.5.4a

Module set up

20

EA

6.1.5.4b

Web set up and data collection

1

EA

6.1.5.4c

IVR set up and data collection

1

EA

6.1.5.4d

Paper set up and data collection costs

1

EA

6.1.5.4e

Merge data into 1 file

1

EA

6.1.5.4f

Response rate websites

1

EA

6.1.5.4g

Automatic e-mails

1

EA

6.1.5.4h

Data validation

1

EA

6.2.1

Monthly Report

12

EA

OPTION YEAR 3

OPTION YEAR 3 OF 4

September 30, 2023 thru September 29, 2024

Task/Deliverable

Description

Qty

Unit

UNIT PRICE

TOTAL PRICE

6.1.1.a

Work group Code

1

EA

6.1.1.b

Occupation Code

1

EA

6.1.1.c

Demographics including required branching

1

EA

6.1.1.d

Organization structure

1

EA

6.1.1.e

Instructions and Definitions with hyperlinks to defined terms.

1

EA

6.1.1.f

Free Text Question

1

EA

6.1.2.1

Consultation and advice on the effective use of survey systems and services offered.

40

EA

6.1.2.2

Help Desk

1

EA

6.1.2.3a

Web based survey

1

EA

6.1.2.3b

Phone based survey

1

EA

6.1.2.3c

Paper Survey

1

EA

6.1.2.4

Provide all survey modalities for acceptance testing

1

EA

6.1.2.5

VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly.

2

EA

6.1.2.5.a

Automatic e-mail system

1

EA

6.1.2.6

Final AES data file

1

EA

6.1.2.7

Live AES data file

52

EA

6.1.2.8

Toll free help desk

1

EA

6.1.3

All Employee Survey

1

EA

6.1.4.1a

Survey URL and IVR phone #

2

EA

6.1.4.1b

Project Support

1

EA

6.1.4.1c

Privacy statement

1

EA

6.1.4.1d

Distribution of paper surveys

1

EA

6.1.4.2

Secured web setup for survey instrument

1

EA

6.1.4.3

Time Stamps

6.1.5.1a

Secured web setup for survey instrument

1

EA

6.1.5.1b

IVR setup for survey instrument

1

EA

6.1.5.1c

Paper survey setup for survey instrument

1

EA

6.1.5.1d

Response rate update web sites

2

EA

6.1.5.1e

VA review and test run of all processes and data reports

1

EA

6.1.5.1f

Paper surveys printing

4,000

EA

6.1.5.2a

Web Data Collection

1

EA

6.1.5.2b

IVR data collection

1

EA

6.1.5.2c

Paper data collection and scanning

1

EA

6.1.5.2d

Merge responses into 1 data file

1

EA

6.1.5.2e

Secure response rate links

1

EA

6.1.5.2f

Automatic response rate e-mails

1

EA

6.1.5.2g

Data validation

Flag blank and duplicate responses

1

EA

6.1.5.3a

Secured web and IVR setup

2

EA

6.1.5.3b

Paper survey setup

1

EA

6.1.5.3c

Response rate websites

2

EA

6.1.5.3d

VA review and test run of all processes and data reports

3

EA

6.1.5.3e

Paper survey printing

4,000

EA

6.1.5.4a

Module set up

20

EA

6.1.5.4b

Web set up and data collection

1

EA

6.1.5.4c

IVR set up and data collection

1

EA

6.1.5.4d

Paper set up and data collection costs

1

EA

6.1.5.4e

Merge data into 1 file

1

EA

6.1.5.4f

Response rate websites

1

EA

6.1.5.4g

Automatic e-mails

1

EA

6.1.5.4h

Data validation

1

EA

6.2.1

Monthly Report

12

EA

OPTION YEAR 4

OPTION YEAR 4 OF 4

September 30, 2023 thru September 29, 2024 (estimated)

Task/Deliverable

Description

Qty

Unit

Unit Price

Total Price

6.1.1.a

Work group Code

1

EA

6.1.1.b

Occupation Code

1

EA

6.1.1.c

Demographics including required branching

1

EA

6.1.1.d

Organization structure

1

EA

6.1.1.e

Instructions and Definitions with hyperlinks to defined terms.

1

EA

6.1.1.f

Free Text Question

1

EA

6.1.2.1

Consultation and advice on the effective use of survey systems and services offered.

40

EA

6.1.2.2

Help Desk

1

EA

6.1.2.3a

Web based survey

1

EA

6.1.2.3b

Phone based survey

1

EA

6.1.2.3c

Paper Survey

1

EA

6.1.2.4

Provide all survey modalities for acceptance testing

1

EA

6.1.2.5

VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly.

2

EA

6.1.2.5.a

Automatic e-mail system

1

EA

6.1.2.6

Final AES data file

1

EA

6.1.2.7

Live AES data file

52

EA

6.1.2.8

Toll free help desk

1

EA

6.1.3

All Employee Survey

1

EA

6.1.4.1a

Survey URL and IVR phone #

2

EA

6.1.4.1b

Project Support

1

EA

6.1.4.1c

Privacy statement

1

EA

6.1.4.1d

Distribution of paper surveys

1

EA

6.1.4.2

Secured web setup for survey instrument

1

EA

6.1.4.3

Time Stamps

6.1.5.1a

Secured web setup for survey instrument

1

EA

6.1.5.1b

IVR setup for survey instrument

1

EA

6.1.5.1c

Paper survey setup for survey instrument

1

EA

6.1.5.1d

Response rate update web sites

2

EA

6.1.5.1e

VA review and test run of all processes and data reports

1

EA

6.1.5.1f

Paper surveys printing

4,000

EA

6.1.5.2a

Web Data Collection

1

EA

6.1.5.2b

IVR data collection

1

EA

6.1.5.2c

Paper data collection and scanning

1

EA

6.1.5.2d

Merge responses into 1 data file

1

EA

6.1.5.2e

Secure response rate links

1

EA

6.1.5.2f

Automatic response rate e-mails

1

EA

6.1.5.2g

Data validation

Flag blank and duplicate responses

1

EA

6.1.5.3a

Secured web and IVR setup

2

EA

6.1.5.3b

Paper survey setup

1

EA

6.1.5.3c

Response rate websites

2

EA

6.1.5.3d

VA review and test run of all processes and data reports

3

EA

6.1.5.3e

Paper survey printing

4,000

EA

6.1.5.4a

Module set up

20

EA

6.1.5.4b

Web set up and data collection

1

EA

6.1.5.4c

IVR set up and data collection

1

EA

6.1.5.4d

Paper set up and data collection costs

1

EA

6.1.5.4e

Merge data into 1 file

1

EA

6.1.5.4f

Response rate websites

1

EA

6.1.5.4g

Automatic e-mails

1

EA

6.1.5.4h

Data validation

1

EA

6.2.1

Monthly Report

12

EA

In addition, FAR 52.217-8, Option to Extend Services applies to this solicitation. As such, evaluation of options under FAR 52.217-8 will also include using the prices offered for the last option period to determine the price for an additional 6-month option period in the event an extension is issued under FAR 52.217-8.

Evaluation of options will not obligate the Government to exercise the option(s).

SERVICES

Please see attached Performance Work Statement (PWS).

The period of performance (PoP) shall be one (1) year, with four (4) twelve (12) month option periods.

PERFORMANCE DETAILS

The Contractor shall perform the tasks and complete the associated deliverables under this contract by the scheduled due dates within the overall period of performance. If the Contractor cannot deliver those deliverables specified by this task order by the required due date, then the Contractor shall provide a written explanation to the Contracting Officer (CO). This written transmittal shall include the reasons for the delay; when the Contractor knew or should have known a delay would incur; due diligence taken to mitigate the problems, the impact on the overall project; and a firm commitment of when the work is to be completed. The Contracting Officer (CO) will then review the facts and issue a response in accordance with applicable regulations.

COMPARATIVE EVALUATION/BASIS FOR AWARD

The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

Price: The Government will evaluate the price by adding the total of all line item prices, including all options The Total Evaluated Price will be that sum.

Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).

Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote.

Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited services to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement.

The Government reserves the right to select a response that provides benefit to the Government that exceeds the minimum. The Government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement statement.

To receive an award the offeror must be registered/active with no exclusions in System for Award Management (SAM) database which can be accessed at https://www.sam.gov/portal/public/SAM at submission of quote. SAM will be checked to verify the quoter s status before evaluations are conducted.

This solicitation is a SDVOSB set-aside.

QUOTE SUBMISSION

QUOTING CONTRACTORS PREPARATION COSTS: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The RFQ does not commit the Government to pay any costs for the preparation and submission of an offer in response to this RFQ.

Communications regarding this RFQ: The due date for communications and questions concerning the RFQ is August 18, 2020 at 9:00 AM EST. Any communications or questions shall be submitted electronically to Sharif Shabaz Ra-El via email at sharif.ra-el@va.gov.

As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms or conditions, instructions or evaluation criteria of this solicitation, the Contracting Specialist shall be immediately notified. When submitting questions and comments, please refer to the specific text of the RFQ in the following format:

Subject: RFQ No. 36C77620Q0159

Pertinent questions will be answered in the form of an amendment and provided to all Offerors. It is the responsibility of the Offeror to locate the amendment.

DUE DATE AND SUBMISSION INSTRUCTIONS FOR RFQ: Contractors must complete and return all information prior to the time specified to be considered for award. Quotes, including amendments, received at the issuing office after the closing date and time specified on the cover page of this solicitation will be considered late submissions and handled accordingly. An Offeror s quote shall be submitted electronically via email to Sharif Shabaz Ra-El via email at sharif.ra-el@va.gov and Clement Udeani via email clement.udeani@va.gov and Nicholas Sparks via email at nicholas.sparks@va.gov by the date and time indicated in the solicitation in the file set forth below. The use of hyperlinks in quotes is prohibited.

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

Format. The submission shall be clearly indexed and logically assembled. Each section shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count for the Offeror s quote shall be 20 pages*. All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1 ) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.

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.

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.

*Use when using page limitations: A Cover Page, Table of Contents and/or a glossary of abbreviations or acronyms will not be included in the page count of the technical Volume. However, be advised that any and all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s quote will not be evaluated by the Government.

The quote shall be broken down in the following sections:

(i) TECHNICAL VOLUME. Offerors shall, at a minimum, demonstrate a clear understanding of all features involved in meeting and supporting the requirements outlined in the Performance Work Statement (PWS) in a format that follows the PWS tasks and/or deliverables. The Offeror shall provide a summary of corporate experience and knowledge to include experience in administering group surveys.

(ii) PRICE VOLUME. The Offeror shall submit a firm-fixed price quote for each task outlined in the PWS and complete the price schedule in the appropriate table above. The task price shall be for the whole task regardless of the actual time to complete the task as it varies depending on the status of the contract. The total price must match the amount provided in the Total Evaluated Price table.

(iii) PAST PERFORMANCE VOLUME. The Past Performance will assess the aspects of cost, schedule, and performance experience as it relates to the tasks and/or deliverables of the PWS. Past Performance provided shall be for work performed within the last three (3) years by the Offeror as either a prime or subcontractor. Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor (see attachment C).

1. The name, address, and dollar value of each project

2. The Prime Contract Type, Firm Fixed-Price, or Time and Material

3. The name, telephone and address of the owner of each project

4. A brief description of each project and why it is relevant to this requirement., including difficulties and successes

5. Your company s role and services provided for each project

This is a SDVOSB set-aside combined synopsis/solicitation as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quotes shall list exception(s) and rationale for the exception(s).

Note: any proposed deviations from the standard terms and conditions herein may render a quote unacceptable as the Government intends to award without discussions.

Submission shall be received not later than August 28th, 2020 at 9:00 AM EST to Sharif Shabaz Ra-El via email at sharif.ra-el@va.gov and Clement Udeani via email clement.udeani@va.gov and Nicholas Sparks via email at nicholas.sparks@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

PROVISIONS AND CLAUSES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018)

FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018)

FAR 52.219-6, Notice of Total Small Business Set-Aside (MAR 2020)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)

The following clauses are included as addenda to FAR 52.212-4:

FAR 52.232-40 Providing Accelerated Payments to Small Businesses to Subcontractors (DEC 2013)

VAAR 852.203-70 Commercial Advertising (JAN 2008)

VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012)

VAAR 852.237-70 Contractor Responsibilities

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2019)

The following subparagraphs of FAR 52.212-5 are applicable:

FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)

FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

FAR 52.217-7 Option for Increased Quantity Separately Priced Line Item (MAR 1989)

FAR 52.217-8 Option to Extend Services (NOV 1999)

FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

FAR 52.219-28 Post Award Small Business Program Representation (JUL 2013)

FAR 52.222-26 Equal Opportunity (SEP 2016)

FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)

FAR 52.222-50 Combating Trafficking in Persons (MAR 2015)

FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)

FAR 52.225-13 Restriction on Certain Foreign Purchases (JUN 2008)

FAR 52.232-33 Payment by Electronic Funds Transfer Systems for Award Management (JUL 2013)

FAR 52.222-41 Service Contract Labor Standards (MAY 2014)

FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)

FAR 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)

FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

POINTS OF CONTACT

Submit offers or any questions to the attention of Sharif Shabaz Ra-El via email at sharif.ra-el@va.gov and Clement Udeani via email clement.udeani@va.gov and Nicholas Sparks via email at nicholas.sparks@va.gov. Offerors who fail to complete and submit the requirements above may be considered non-responsive and as a result, ineligible for award.

ATTACHMENTS:

Please see all attached documents.

ATTACHMENT A PWS

ATTACHMENT B QASP

ATTACHMENT C PAST PERFORMANCE