Amendment_003.pdf

(x)

17-250-SOL-00119

x x copies 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 ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE 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 date specified.

x

Rockville MD 20857

OAMP

5600 Fishers Lane, Room 14W26B Management and Policy Office of Acquisition

HHS/HRSA/OO/OAMP

Rockville MD 20857

OAMP

5600 Fishers Lane, Rm 14W26B Management and Policy Office of Acquisition

HHS/HRSA/OO/OAMP

06/21/2017000003

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

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

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

06/21/2017

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to respond to questions received.

The following are answers to questions received. In addition, the Request for Proposals and

Attachment A - Statement of Work have been revised in response to questions received.

Question 1: What is the award date and start date of the contract?

Response: The estimated award date and start date of the contract is 08/15/2017.

Question 2: What is the planned transition period? What cost assumptions should be made for the transition period (full or partial staffing levels)?

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16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

JUN JI

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

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Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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In order to ensure a smooth transition from the outgoing contractor (OC) to the incoming contractor (IC) a transition period will be needed. The IC will need to obtain work paper files and other data from the OC. In addition, the IC will need to ensure that all required equipment and systems have been purchased and implemented prior to the commencement of the

CHGME audits on October 1.

Response: The transition period will be from the estimated start date of 8/15/2017 to 9/29/2017.

The IC needs to plan the appropriate level of staffing to complete the tasks outlined in the contract so the CHGME audit cycle begins October

1, 2017 during the base year.

Question 3: The schedule of deliverables (F.3) in the solicitation states that for Task 2.9 the

THCGME FTE resident assessments will be performed

August 15 - November 15 during option year one and option year four. Can the period of performance be changed to April 1 - September 30.

This change would ensure the efficient use of contractor staff and other resources.

If this proposed amendment is accepted, it should also be reflected in the statement of work (page

15) for Task 2.9.

Response: The schedule of deliverables for Task

2.9 has been changed to state the THCGME FTE resident assessments will not exceed twenty-two

(22) audits during each period of performance in option year one, option year two, option year three and option year four.

The amendment is reflected in the statement of work (page 16) for Task 2.9.3.

The THCGME audits scheduled to be performed during option year one, option year two, option year three and option year four are intended to review the FTE resident data for most recently completed academic year, as it applies. Option year one will include the review of THCGME FTE resident data from the 2017 - 2018 academic year.

The period of performance has been changed. The

THCGME FTE resident assessments shall be

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Sponsored by GSA

FAR (48 CFR) 53.110

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performed August 15 - December 15 during option year one, option year two, option year three and option year four.

The change is reflected in the statement of work

(page 15 for Task 2.9.)

Question 4: The schedule of deliverables (F.3) in the solicitation states that for Task 2.9 the

THCGME FTE resident assessments will not exceed

44 during each period of performance in option year one and option year 4. Can the schedule of deliverables for Task 2.9 be changed to state the

THCGME FTE resident assessments will not exceed

22 during each period of performance in option year one, option year two, option year three and option year four? This change would ensure consistent workflow, and the efficient use of contractor staff and other resources.

If this proposed amendment is accepted, it should also be reflected in the statement of work (page

16) for Task 2.9.3.

Response: The schedule of deliverables (F.3) in the solicitation states that for Task 2.9 previously stated the THCGME FTE resident assessments will not exceed 44 during each period of performance in option year one and option year

4.

The schedule of deliverables for Task 2.9 has been changed to state the THCGME FTE resident assessments will not exceed twenty-two (22) audits during each period of performance in option year one, option year two, option year three and option year four.

The amendment is reflected in the statement of work (page 16) for Task 2.9.3.

Question 5: The schedule of deliverables (F.3) in the solicitation states that for Task 2.6.6 the due date is no later than 21 of February of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital desk review. This task will require high level professional staff. We are concerned that as a small business that due to the compressed schedule of deliverables for this

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task it will be difficult to retain high level professional staff for the entire period of performance.

Can the schedule of deliverables (F.3) for Task

2.6.6 be extended and amended to state that the due date is no later than 21 of April of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital desk review. This additional time will help the small business contractor retain high level staff during the entire period of performance and minimize the administrative costs of on-boarding and off-boarding staff.

If this proposed amendment is accepted, it should also be reflected in the statement of work (page

11) for Task 2.6.6.

Response: The schedule of deliverables (F.3) in the solicitation states that for Task 2.6.6 the due date is no later than 21 of February of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital desk review.

First, the FTE assessments need to be completed and thoroughly reviewed by the contractors internal quality control prior to submission to

HRSA. Secondly, HRSA will require sufficient time to review the FTE resident assessments prior to approval, which may require revisions from the contractors. The data included in the final HRSA approved FTE resident assessments are reported by the CHGME hospitals in their reconciliation application. The reconciliation application is available on or around April 1 of each period of performance. Consequently, these two phases described above must occur prior to April 1 of each period of performance.

The schedule of deliverables will not be amended.

Question 6: The schedule of deliverables (F.3) in the solicitation states that for Task 2.6.7 the due date is no later than 15 of March of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital field review. This task will require high level professional staff. We are

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concerned that as a small business that due to the compressed schedule of deliverables for this task it will be difficult to retain high level professional staff for the entire period of performance.

Can the schedule of deliverables (F.3) for Task

2.6.7 be extended and amended to state that the due date is no later than 15 of May of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital field review? This additional time will help the small business contractor retain high level staff during the entire period of performance and minimize the administrative costs of on-boarding and off-boarding staff.

If this proposed amendment is accepted, it should also be reflected in the statement of work (page

12) for Task 2.6.7.

Response: The schedule of deliverables (F.3) in the solicitation states that for Task 2.6.7 the due date is no later than 15 of March of each period of performance or within fifteen (15) business days following the completion of CHGME children's hospital field review.

First, the FTE assessments need to be completed and thoroughly reviewed by the contractors internal quality control prior to submission to

HRSA. Secondly, HRSA will require sufficient time to review the FTE resident assessments prior to approval, which may require revisions from the contractors. The data included in the final HRSA approved FTE resident assessments are reported by the CHGME hospitals in their reconciliation application. The reconciliation application is available on or around April 1 of each period of performance. Consequently, these two phases described above must occur prior to April 1 of each period of performance. In addition, the SOW provides the contractor an additional three weeks to complete the CHGME FTE resident assessments as compared to the desk checks and desk reviews.

The schedule of deliverables will not be amended.

Question 7. In the Solicitation there is an

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indication that the responses to the proposal shall be submitted electronically to Mr. Phillip

Senerchia but there is no indication that the response should be mailed. Please provider mailing instructions and the number of copies that should be submitted via hardcopy if this is a requirement. If the data is just to be submitted electronically, please confirm how the volumes are to be tabbed. (Section L.1.3 & L.1.4)

Response: All responses to proposals shall be submitted electronically only; no hard copies are to be submitted. Volumes should be tabbed in headers or footers on every page.

Question 8. Please confirm that the THCGME work is to only be completed in Option years 1 and 4.

(Optional Tasks 2.8-3.1.6)

Response: The period of performance for Task 2.9 has been changed. The THCGME FTE resident assessments shall be performed August 15 -

December 15 during option year one, option year two, option year three and option year four.

The THCGME FTE resident assessments are an optional task, which may be performed during option year one, option year two, option year three and option year four.

Question 9. For the set-aside for a small business, is there a requirement that the small business must perform a certain percentage of the actual work? If so, please specify that percentage and provide the applicable reference related to this requirement.

Response: Under set-aside award conditions, small businesses are required to perform minimum levels of work when they receive a federal contract.

These subcontracting limitations apply to contract set-asides for small businesses when the contract amount exceeds $150,000, and all other set aside or sole source contracts under the

8(a), HUBZone, SDVOSB or WOSB programs.

For service contracts such as the GME FTE

Resident Assessment contract, the small business prime contractor must provide at least 50% of the contract cost for personnel.

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Section I is revised to include FAR 52.219-1

Small Business Program Representations, FAR

52.219-6 Notice of Total Small Business

Set-Aside, FAR 52.219-14 Limitations on

Subcontracting, and FAR 52.219-28 Post-Award

Small Business Program Representation.

Question 10: Will the contractor have access to prior year work papers for the Children's

Hospitals and Teaching Health Centers?

Response: HRSA cannot guarantee access to all prior year work papers, but prior year work papers will be provided to the greatest extent possible.

Question 11: Task 2.8 states, "The Contractor shall submit a draft THCGME Methodology Report for option year one to the COR via email within ten (10) business days of the beginning of option year one."

Task 2.9 states, "The THCGME FTE resident assessments shall consist of two (2) levels (or types) of review (desk review and field review) and the audit period shall occur August 15 -

November 15 during option year one and option year four."

Depending on when "ten (10) business days of the beginning of option year one" this may fall within the THCGME Audit period. Additionally, the

Audit Period may begin prior to the end of the base year.

Will the Agency work with the wining contractor to modify the base award in the even this occurs

- allowing for the THCGME audits to take place between August 15 - November 15?

Response: The Agency will consider revision of the due date for Task 2.8, if the contract start date overlaps the ten (10) business days given to submit a draft THCGME Methodology Report.

The period of performance for Task 2.9 has been changed. The THCGME FTE resident assessments shall be performed August 15 - December 15 during option year one, option year two, option year three and option year four.

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Question 12: Are subcontractors required to submit sealed bids directly to the contracting specialist?

Response: Subcontractors should not submit bids to the contracting specialist unless requested by the government during the evaluation phase. Any subcontracting costs and documentation should be included in the prime contractor's initial proposal.

Question 13: Is there a pricing spreadsheet template or format available or preferred for the

Business Volume?

Response: There is no preferred format for the

Business Volume other than what is already specified in the solicitation.

Question 14: The instructions indicate only Word format should be submitted. Is the Business

Volume able to submit Excel spreadsheets in addition to Word?

Response: The Business Volume may include Excel spreadsheets in addition to Word documents. The

Excel spreadsheet shall include the formulas for calculation verifications.

Question: Proposals are do no later than July 21, 2017 at 2:00 pm Eastern Daylight Time (EDT).Will the Agency please consider extending the due date by ten (10) business days?

Response: The Agency will not extend the due date at this time.

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