Vendor Questions and Answers

Vendor Questions and Answers
1. Quantities: Section B.2 lists quantities of 15 pre-employment, 40 periodic / annual, and 5 directed / special fitness-for-duty evaluations for each period of performance. Please confirm whether these are estimated quantities or guaranteed minimums, and whether the Government intends to order on a requirements or indefinitequantity basis. A: The quantities are estimates, not guarantees. The final contract will be an Indefinite-quantity / Indefinite-delivery type contract in which actual quantities will change throughout the life of the contract.
2. Historical volume: Please provide the number of evaluations completed by type (pre-employment, periodic / annual, directed / special FFD) for each of the most recent three years, and the contract number of the current or most recent contract for these services.
A: Services are currently provided under contract number 36C26321P0967. The following are the number evaluations for the previous 3 years: Year
Pre-employment Annual
Special FFD
9/1/2023 – 8/31/2024
N/A*
9/1/2024 – 8/31/2025
N/A*
9/1/2025 – 8/31/2026
N/A*
*Directed/special FFD evaluations were not a separately priced category under the current contract; any such evaluations performed were billed as initial screenings. Figures are provided for planning purposes only and do not guarantee future workload.
3. Records Retention and Disposition: SOW Section 6 requires the Contractor to maintain psychological evaluations, testing, handwritten notes, and related mentalhealth evaluation records for seven (7) years in accordance with the VHA Directive 0730 records-management memorandum and applicable records schedules. Business Associate Agreement paragraph 3.M requires return or destruction of all PHI and other VA data upon completion or termination of the contract. Records Management Obligations paragraph C.4 (Section D attachment) states that records may not be destroyed except in accordance with agency records schedules and with the written concurrence of the Head of the Contracting Activity. Please clarify which provision governs retention and disposition of these records following contract completion, and provide a copy of the referenced VHA Directive 0730 records-management memorandum.

A: After contract completion, the BAA return /destruction requirements would apply when the contract is terminated. Any records under 7 years would be returned to the VA/Government, unless it’s not possible and then the company must retain the