SOLICITATION NOTICE
R -- VA All Employee Survey (AES) CO: Clement Udeani CS: Sharif Shabaz Ra-El
- Notice Date
- 8/19/2020 4:11:06 AM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- PCAC HEALTH INFORMATION (36C776) INDEPENDENCE OH 44131 USA
- ZIP Code
- 44131
- Solicitation Number
- 36C77620Q0159
- Response Due
- 8/28/2020 6:00:00 AM
- Archive Date
- 10/27/2020
- Point of Contact
- sharif.ra-el@va.gov, Sharif Shabaz Ra-El, Phone: 216.447.8300 x3554
- E-Mail Address
-
sharif.ra-el@va.gov
(sharif.ra-el@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- 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.
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