L099--V5 Strategic Planning Consultation Services Answers to questions
Questions and Answers to 36C24523Q0553 answers in red 1. Price/ Cost Schedule Pg 29-32 The Price/Cost schedule lists Hours as a unit for items 0001-0007 and Days as a unit for travel (Items 0008-0013)... Questions and Answers to 36C24523Q0553 answers in red 1. Price/ Cost Schedule Pg 29-32 The Price/Cost schedule lists Hours as a unit for items 0001-0007 and Days as a unit for travel (Items 0008-0013). Can the government clarify if the intention for travel is by total days across the ten team members or if each team member will be travelling each of the days? For, example should the total hours for Item 0012 = 8 hours day x 10 teams members x 20 days for Martinsburg (for a total of 1,600 hours)? 2 (full day) site visits for each team member at each medical center was estimated in our IGCE 2. Scope of Services Pg 14 Task 4 states The Offers will assess the condition of the existing campuses and all improvements including using the recently prepared VISN-wide Mapping, and Facility Condition Assessment reports to examine current campus infrastructure (both above and below ground), and other available assessments. Based on those studies and the Offers independent confirmation of report accuracy, the Offers will propose clinical program development, renovation, modernization, new construction, and infrastructure projects. Given that the vendor would likely not be able to independently confirm the accuracy of VA FCA reports under the timeline and level of effort anticipated for this contract, would the government consider removing the reference to independent confirmation ? Yes, this may be removed. The VA FCA may be utilized as a guide when developing the facility master market plan. 3. Evaluation Criteria Pg 17 The Selection Process description notes that Contracts will be forwarded to the Board of Trustees for approval and authorization to proceed. Would to government please clarify what is meant by the term "Board of Trustees" for this effort? The board of trustees is the committee within VISN 5 leadership who have planned this acquisition and identified the need. 4. Scope of services Task 7 Pg 15 The scope as outlined would require significant level of effort to allow for completion in time for a September 30, 2023, leadership briefing. Assuming a June 1 award, can the government confirm that the offeror would need to complete an initial draft FMP by August 15 to allow six weeks of review and adjustment across the three required drafts? The completion time may be moved out based on award date. 5. Scope of Services Pg 11 Will the completed resource allocation plan be required for every VISN owned or leased point of care or only the VAMCs? Yes, CBOCs need to include in the plan. Site visits to the CBOCs is not required. 6. Scope of Services Pg 12 Can the government please provide clarity on the level of cost estimating required? Please use the B2. Price/Cost schedule form to provide proposal rate/hours to complete this work. 7. Scope of Services Pg 12 Can the government please clarify its definition of a clinical and strategic master plan? Will this plan be gathered from VISN/VAMC work already completed? "A clinical and strategic master plan that illustrates potential plans to accommodate future clinical programs as well as projected restructuring." "Identify needs to add, renovate or repurpose facilities to accomplish VISN clinical initiatives. Evaluate future enrollment needs and project associated facilities' needs." "recommend options, all of which result in an alignment between the long-range facilities improvements and the capital investments to support the current and future clinical programs." This plan could be a compilation of work already completed and new work but is not reliant solely on work already completed. Yes, previous planning information and background will be provided. 8. Scope of Services Pg 11-13 Given that the typical period of performance for a single campus FMP is one year, can VA please provide additional clarification regarding the level of detail required for the FMP products required under this contract? One facility master market plan with (7) seven different tabs for each market plus the VISN. 9. Proposal Questions/Requests for Information Pg 16 The instructions reference "Fee and Rate Proposal PROPOSAL FORM D." Can the government please provide this form? Please use the B2. Price/Cost schedule form to provide proposal rate/hours to complete this work. 10. Proposal Questions/Requests for Information Pg 16 The instructions reference "General Terms and Conditions - PROPOSAL FORM E." Can the government please provide this form? These are the standard contract clauses/regulations added by contracting. 11. Proposal Questions/Requests for Information Pg 16 The instructions reference "Addenda Acknowledgment - PROPOSAL FORM G." Can the government please provide this form? This would only be included if the requirement had a scope/modification completed. 12. Proposal Questions/Requests for Information Pg 1 and 16 Two submission dates are included: May 10 on p. 1 and May 8 on p. 16 in Proposal Submission. Can the government please clarify the due date? Submission date is 5/18/2023 due by 8 am. 13. Form D Fee and B.2 Price/Cost Schedule On page 50 of 62 of the solicitation, Section 2. Proposal submission states: Proposals submitted in response are to be labeled Form A,B,C, etc. and be in the following order: 4. Fee and Rate Proposal Proposal Form D. Form D is missing. A. What content is required for Form D? B. May the offeror use table in B.2 to suffice for contents in Form ? B.2 may be used to provide proposal hours/pricing. No Form D 14. Form E General Terms and Conditions On page 50 of 62 of the solicitation, Section 2. Proposal submission states: Proposals submitted in response are to be labeled Form A,B,C, etc. and be in the following order: 5. General Terms and Conditions Form E is missing. A. What content is required for Form E? B. Does a copy of the offeror s SAM.gov Representations and Certifications suffice for the contents in Form E? Correction there is NO Form E 15. PWS E.1 52.212-1 Instructions If the proposal requires Forms A-G plus Appendices, please advise as to where the following items fall within A-G: Representations and Certifications SF1449 or equitable statements Period of Acceptance Representations and Certifications is Form F; SF1449 or equitable statements Contractor needs to sign block a & b; Period of Acceptance Once you submit a complete RFP by the due date your package will be accepted for review. 16. Proposal Form C On page 57 of 62, the government requires that The Firm will provide a website to host the FMP. The site will be hosted at the Firm s cost during the contract term and shall be kept current relative to the ongoing GMP efforts. A. Is the offeror to understand that the website will be hosted outside of the VA intranet? Yes, this will be hosted outside of the VA intranet B. If so, will the government list all additional regulations beyond FISMA, HIPPA (Health Insurance Portability and Accountability Act), 508, and the Privacy Act that vendors will need to adhere to? The offeror will need to allow VA access to this site with the ability to upload and download documents. 17. "On page 57 of 62, the government requires that The Firm will provide a website to host the FMP. The site will be hosted at the Firm s cost during the contract term and shall be kept current relative to the ongoing GMP efforts. A. Is the offeror to understand that the website will be hosted outside of the VA intranet? B. If so, will the government list all additional regulations beyond FISMA, HIPPA (Health Insurance Portability and Accountability Act), 508, and the Privacy Act that vendors will need to adhere to?" In reference to Defined Tasks beginning on page 8 of 62, will the government confirm the total number of days that teams will be provided, at each facility, for onsite assessments. We estimated 2 days per facility in our estimate. Would we like the contractor to provide their estimated number of days at each facility needed to complete the planning? 18. B.2 Performance Work Statement 1. Objective Page 6 of 62" How is a parent facility defined? The background information provided in the RFP lists eight VAMC s but the project scope asks for Master Plan of six parent facilities. The CBOCs are assigned to a medical center (parent facility). There are 8 VA Medical Centers and 6 Markets. The VA Maryland Health Care System includes Baltimore, Perry Point and Loch Raven VA Medical Centers. 19. B.2 Performance Work Statement 2. Scope of Services Page 7 of 62" Will review of Existing Facilities Assessments and Facilities Master Plans need to be provided for any of the COBCs or any other facilities beyond VAMCs? The facility master market plan should include a market assessment. That market includes parent facilities and CBOCs. 20. B.2 Price/Cost Schedule B.2 Price/Cost Schedule includes specific hours and for each personnel for the project. Did the Government provide listing of hours as an example or is the Government intent to complete the project within the allocated 1,374 hours? These are estimated hours. The vendor may provide the hours required to complete this working in their proposal using B.2 hours/pricing. 21. B.2 Performance Work Statement Scope of Services Task 4" Can the Government confirm that all Facility Condition Assessment reports will be provided prior to the start of the project and the role of the selected team will be limited to general review and confirmation? Yes, these reports will provide once the contract is awarded. This information would be utilized a guide to develop the facility master market plan. Below is how you will be evaluated E.8 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Past Performance: Three to five contracts that meet the large, complex, multi-state health care provider organization requirement. 2. Oral Presentation: Team members giving the presentation shall consist of those who will actually direct, execute, and complete the project. The firm or firms selected as first choice will be notified and asked to negotiate final terms of the contract. Contracts will be forwarded to the Board of Trustees for approval and authorization to proceed. Forty (40) minutes to present and twenty (20) minutes for open questions. Oral presentation will be conducted on TEAMS. 3. All proposals will be examined for merit and ranked by a screening committee according to quality and responsiveness. The top proposals will be placed on a short list of finalists and may be called for interviews. 4. Presentation proposal elements should include: Team members giving the presentation shall consist of those who will actually direct, execute, and complete the project. The presentation should cover their experience with similar projects, their proposed project plan for this project, their collective understanding of the issues and arguments facing US Department of Veterans Affairs healthcare organizations, and their anticipated needs and barriers. Technical and past performance, when combined, are equal to price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision)
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