SOLICITATION NOTICE
R -- BENCHMARKING STUDY
- Notice Date
- 8/14/2008
- Notice Type
- Modification/Amendment
- NAICS
- 541618
— Other Management Consulting Services
- Contracting Office
- Department of Veterans Affairs, VA Office of Information Service Center, Department of Veterans Affairs Office of Information Service Center, Department of Veterans Affairs;Cleveland Business Center;Building 3, Second Floor;10000 Brecksville Road;Cleveland OH 44141
- ZIP Code
- 44141
- Solicitation Number
- V101-08-RP-0784
- Response Due
- 8/22/2008
- Archive Date
- 10/21/2008
- Point of Contact
- Deborah Worthey<br />
- Small Business Set-Aside
- N/A
- Description
- OMB Approval 2700-00421. CONTRACT ID CODEPAGEOFPAGES AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT15 2. AMENDMENT NO.3. EFFECTIVE DATE4. REQUISITION/PURCHASE REQ. NO.5. PROJECT NO. (If applicable) 0001August 14, 2008 6. ISSUED BYCODE7. ADMINISTERED BY (If other than Item 6) CODE Louis Stokes Cleveland Veterans Affairs Medical Center, Cleveland Business Center 10000 Brecksville Road, Bldg. 3 Brecksville, Ohio 44141 8. NAME AND ADDRESS OF CONTRACTOR (No. Street, county, State and ZIP: Code)(4)9A. AMENDMENT OF SOLICITATION NO. To All Offerors/Bidders X V101-08-RP-0784 9B. DATED (SEE ITEM 11) July 28, 2008 10A. MODIFICATION OF CONTRACT/ORDER NO. 10B. DATED (SEE ITEM 13) CODE FACILITY CODE 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS [X] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for Receipt of Offers [X] is extended, 0 is not extended. Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning one (1) copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATA SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and data specified. 12. ACCOUNTING AND APPROPRIATION DATA (If required) 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. (4)A.THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. B.THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D.OTHER Specify type of modification and authority) E. IMPORTANT: [X] CONTRACTOR IS REQUIRED TO ACKNOWLEDGE RECEIPT OF THIS AMENDMENT. 14. DESCRIPTION OF AMENDMENT (Organized by UCF section headings, including solicitation/contract subject matter where feasible.). The purpose of this amendment is to publicize significant questions and answers resulting from this solicitation. The pose questions are followed by the government's responses. 15A. NAME AND TITLE OF SIGNER (Type or print)16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print) 15B. CONTRACTOR/OFFEROR15C. DATE SIGNED16B. UNITED STATES OF AMERICA16C. DATE SIGNED ________________________________________________ (Signature of person authorized to sign)BY _____________________________________________ (Signature of Contracting Officer) NSN 7540-01-152-807030-105STANDARD FORM 30 (REV. 10-83) PREVIOUS EDITION UNUSABLE Computer Generated Prescribed by GSA/FAR (48 CFR) 53.243 TECHNICAL QUESTIONS & ANSWERS SOLICITATION NO. VA 101-08-RP-0784 All questions are stated exactly as posed to VA. "We are under the assumption that the VA will cover all research costs for the benchmark companies other than travel for the conference - just want to confirm. Yes. The government will cover the travel cost as indicated in the solicitation. It reads as follows: PLACE OF PERFORMANCE AND TRAVEL The principal places of performance shall be at the Contractor's facility. However, the Contractor shall be available for face-to-face meetings, briefings, and consultations as directed by the COTR. Some performance will be required at various other locations. Travel will be required at least twice within each phase. The probable location will be Washington, DC and/or two other locations within the East Cost. Offerors may include a not-to-exceed allotment of $1,2OO.00 per trip in their proposal. This figure includes all travel and per diem costs necessary to comply with the requirements. "In examining pages 9-12 we think that a few items may be out of order but we're not 100% sure. On page 9, phase 1, task 2 seems to match phase 2 on page 6. Also on page 9, Phase 1 tasks 2 and 3 seem to match Phase 3 on page 6. Page 6 speaks to the overall intent of the Benchmarking study, whereas Page 9 breaks down each task associated with the overall intent by phases. "We were curious as to why the deliverables on the various studies for example the workforce planning report (180 days) and the recruitment report (210 days) are staggered? We wanted to allow time for the prospected vendors to provide a detailed report by the different areas included in the study. "Has the VA done any preliminary work with respect to identifying potential benchmark companies or would you like the contractor to bring reputable companies to the table? We have an extensive list of reputable clients but wanted to check first before contacting them of their potential interest. We will welcome a list of reputable companies for the study. The VHA will ultimately determine the companies to be included in the study. "Based on the information provided, this study is to assess the various recruitment, retention, leadership development, supervisory training, employee morale and satisfaction, and workforce diversity programs at VHA; not the participants of these programs (VHA organization). Please confirm. You are correct. However, VA cannot rule out having a few interviews. "Based on the information provided, collaboration with the VHA to identify and forge relationships with the benchmark partners is a Phase 1 activity; not to be done prior to Phase 1? Please confirm. That is correct. "Have incentives for the benchmark partners to be involved in this process and to share their internal metrics with VHA been determined? If so, what are the incentives? Incentives have not been discussed at this juncture. "What is the anticipated start date for Phase 1? 30 days after award. "An additional question I have is about meeting the Conflicts of interest requirement and materials to substantiate abilities. If there is no conflict do we still have to respond that there is no conflict (not sure how or where you like to see this in the proposal). Yes. "On Page 44 there is a request to offerors to substantiate their abilities by submitting materials. Did the VA have something particular in mind such as past studies? We ask this only because the RFP indicates not to exceed 15 pages and we have several studies. Is it OK to bypass the 15 pages as long as materials are referenced as appendices or would the VA prefer no more than 15 pages altogether? Information should be limited to 15 pages. We are interested in knowing the results of previous benchmarking studies, types of customers, and any material that would demonstrate your proficiency in conducting the type of study that the VHA is seeking. "Are we correct to assume the Detailed Plan is analogous to a Technical Approach? Yes "There is no mention of resumes in the solicitation. Should resumes of key staff be included with the response? If yes, can we assume they are excluded from the 15 page limitation? Resumes should be included. We can exclude the resumes from the 15 page limit. "Please confirm that the OCI statement and the company experience checklist are not included in the page limitation. They can be excluded. "Given the complexity and uncertainties of the tasks required (for example - outcome of phase 1 will be "an assessment tool/methodology as data system acceptable to VA and benchmark partners") has the government given any consideration to awarding this work as a Time & Materials contract This will be a Firm-Fixed Price contract. "Is the goal of this solicitation to benchmark and evaluate succession planning at the VHA headquarters level, regional level, hospital level, other levels or all levels of management within VHA? The goal is to benchmark succession planning VHA System-wide. "Page 9, table rows 2 and 3. These statements call for "utilization and facilitation of the tool within VHA and pre-selected companies and issuance of the report [and] summary of raw data at the end of the report", followed by "assessment of the results to include reporting mechanism and implementation suggestions", respectively due 60 and 90 days after award. Based on the Background and the Scope of Work described beginning page 13 of the RFP, however, it is understood that surveying VHA and other companies would not take place until Phase 2 of the project, three months after award, with outcome of a "report of data to include raw dataand summary report". Please clarify the intent for the Phase 1 tasks and deliverables. The intend of Phase 1 is to prepare the tools necessary to conduct the benchmarking study. Also to work closely with an expert VHA panel to identify Benchmarking partners. Additionally to determine methodology for using the tool. Phase 1 is to do all of the pre-work in preparation for the study. "Re: the statement in the Scope of Work, Phase 2 (page 16 of the RFP), "surveying VHA and other companies will take approximately six months from the time VA approves the start of this work". Timelines shown for Phase 2 on pp. 9 - 12 do not seem to be consistent with six months from the time the VA approves the start of this work. Are the timelines on pp. 9-12 as the government intends? In addition, does the government mean for individual analyses to be structured chronologically as shown in the table or can the contractor suggest conducting these analyses concurrently? Please clarify. VA management will consider adjusting the due date--if necessary. "Page 12, top row of the table. This appears to be a Phase 2 task, not Phase 3 as shown. Is this correct? The need for changes will be reviewed by the VA. "Page 45, Factor 5. Please clarify the intent behind this evaluation factor related to laws and regulations related to the management and administration of information security. The intend here is to make sure the prospective vendors have knowledge of Federal Law and regulations and is able to comply with the management and administration of information security. We also want to insure that the prospective vendors have a thorough understanding of USC Title 5 and USC Title 38 laws and regulations, Privacy Act regulations, and Information Security. Bottom line, we want to protect privacy data and maintain information security. "Page 7 calls for a "Facilitated conference with all study participants to review results and assessment of each participant." Some benchmarked organizations not want or be able to share information with other participants because of privacy rules. Is it the government's intent that the contractor makes willingness to share information with other organizations a condition of selection for each benchmarked entity? Yes. The due date for offers is changed to: Friday, August 22, 2008, 10:00 am Local Time. All other conditions, provisions, and terms remain unchanged and in full force and effect.
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