75H70925Q00005 Q and A.pdf

75H70925Q00005 Blackfeet Service Unit Locum Provider Services Q/A

Q: Is the page limit for the Technical (Vol I) 5 pages? Suggest a 20 page limit excluding profiles, given the

4 subfactors for evaluation listed on pages 18‐20

A: A 20‐page limit for technical volume. 3 page limit per candidate for Letter of commitment and

Resume

Clarification on “Subfactor 3: Key Personnel Qualifications” and “Subfactor 4: Management and Quality

Control”…..

Q: Is Subfactor 3 requiring healthcare provider profiles while subfactor 4 is for contract management profiles?

A: Revised to specify provider contractors

Q: Are Letters of Intent required for Subfactor 4 profiles, for the contract management team assigned?

A: Revised to specify provider contractors

Q: Do key personnel profiles count in the page number? If so, please revise to reflect. We suggest a 20 page limit for the technical volume, excluding profiles

A: Personnel Files will be considered as separate from the technical volume

Q: Can you clarify the regular hours, as the numbers of FTEs does not match 40 hour work weeks?

A: Some contractors will be part time

Q: What is the schedule for family practitioners?

A: 8 am – 5 pm, Monday through Friday

Q: How many days a week for the CRNA?

A: CRNA services must be available 7 days per week

Q: What is the ER volume?

A: patients vary but can reach up to 60 – 80 patients a day

Q: Number of doctors and midlevels on during the day and nights?

A: 2

Q: Can the Government describe the schedule the CRNA(s) will be required to work?

A: Monday ‐ Sunday, 7 am – 6 pm

Q: How often is the contract CRNA on‐call? For example, one weekday a week, one weekend a month, etc.

A: Nightly, Monday – Sunday

Q: How far in advance (i.e. 45 days, 60 days, etc.) does the Government make/release the work schedule for the CRNAs?

A: 6 months

Q: Will the CRNA be on‐call by themselves, or will there be a Physician Anesthesiologist on‐call as well?

A: Sole Call, no Physician Anesthesiologist on staff.

Q: Will there be a second CRNA provider for back‐up call should the patient and/or situation warrant a second provider?

A: Yes

Q: Is a DEA certification required for CRNAs at this facility?

A: Yes

Q: How many CRNAs are currently in the department?

A: 2 CRNA’s full time on a 2 week on, 2 week off rotating schedule

Q: If applicable: How many Physician Anesthesiologists are in the department now?

A: None

Q: If applicable: are there Physician Anesthesiologists at the facility, are they required to be present when the CRNA induces (puts to sleep) the patient? Is the Anesthesiologist required to be present when the CRNA emerges (wakes up) the patient?

A: No Physician Anesthesiologist on staff

Q: How many scheduled surgical cases are done on average a day/week/month?

A: 4 per week

Q: How many after‐hours (on‐call) cases are done on average a day/week/month?

A: Varies based on OB cesarean needs

Q: If applicable: Is there an epidural service on the OB ward, or just intrathecal (spinal anesthesia)?

A: Epidurals are managed by CRNA’s

Q: Are the CRNAs required to be proficient in Ultrasound Guided Regional Anesthesia?

A: Not required but desired

Q: What types of surgical cases are generally completed at the facility?

A: Dental and OB/GYN

Q: Are the Ob‐Gyn physicians expected to perform deliveries or only Outpatient Prenatal Care or both?

If only Outpatient Prenatal Care is expected, what is the weekly schedule?

A: OB/Gyn, Certified Nurse Midwives, and Family Practitioners

Q: If applicable: How many baby deliveries a month on the OB ward? If there is no OB ward, how many monthly deliveries occur in the ER??

A: Around 75 per year on OB ward, None in ER

Q: How many daily ER shifts are there for Physicians? How many for ER NP/PA? What are the hours of the shifts for Doctors and Advanced Practitioners?

A: 6 am – 6 pm, 6pm – 6 am, 10 am – 10 pm, 12 pm – 12 am, 2 pm – 2 am

Q: Is the ER sub‐divided into a Fast Track/Urgent Care side and an ER side, or are all the patients seen in the same space regardless of their acuity?

A: Separated, ER and Urgent Care

Q: What is the estimated ER annual volume?

A: 18 – 22k

Q: Volume 1; Technical quote is not to exceed [5] one sided pages. Will the resumes and letters of commitments for the proposed key personnel constitute a separate volume?

A: Yes, please provide the Letters of commitment (LOC) and Resumes in a separate volume. 3 page limit per candidate

Q: Is subcontracting allowed for this RFQ?

A: See HHSAR 352.226‐6 INDIAN ECONOMIC ENTERPRISE SUBCONTRACTING LIMITATIONS

Q: Is (are) there an incumbent(s) currently for these services? If so, what is (are) the contract(s) number(s)

A: Yes, World Wide medical ‐ 75H70923D00013, Tribal Providers ‐ 75H70923D00014, Prairie Band ‐ 75H70923D00012

Q: Does the Volume 2 Past Performance need to be in a specific format/form?

A: Yes, A5 Past Performance Survey has been added to attachments

Q: Do Physicians need to be Board Certified in their specialty?

A: Desired, but at least 5 years experience is acceptable

Q: Section 14.0 Transportation and Lodging: are Government quarters guaranteed for all the key personnel?

A: No

Q: Since Questions are due to the Government on Friday 5/9, with the possible release of answers on

Monday 5/12 and quotes due Thursday 5/15, would the Government consider providing a one‐week extension allowing Offerors adequate time to provide high‐quality, competitive Quotes?

A: Deadline has been extended to 06/06/2025

Q: Is there a page limit for Volume II: Past Performance?

A: The A5 – Past Performance Survey Template located in the attachments should be utilized

Q: Will the Government name the positions deemed Key Personnel?

A: Revised to state contractors

Q: Do the page requirements for the resumes count against the 5‐page limit for the Technical Approach

Volume?

A: Technical Volume has been increased to 20 pages, please provide LOC and resumes in separate volume. 3 page limit per candidate

Q: Do the Letters of Commitment count against the 2‐page limit for resumes and/or the 5‐page limit for the Technical Approach Volume? Also, if the key personnel are already employees of the Offeror, are

Letters of Commitment required?

A: Revised to specify provider contractors

Q: Subfactor 3: Key Personnel Qualifications and Subfactor 4: Management and Quality Control appear to repeat the same instructions/evaluation factors. Is this intentional?

A: Revised

Q: Will the Government provide requirements regarding page margins, font, and font size?

A: Should be practicable

Q: Are these services currently being provided by an incumbent? If so, can you provide the prime contract number and incumbent company name.

A: Yes, World Wide medical ‐ 75H70923D00013, Tribal Providers ‐ 75H70923D00014, Prairie Band ‐ 75H70923D00012

Q: The Recruiting and Staffing Plan section also requires us to address credentialing and several other components. Given the scope of information needed, we believe the five‐page limit is insufficient. We respectfully request that the page limit be increased to eight pages to allow the proposal writer to fully address all required elements. Could this request be considered?

A: The technical page limit increased to 20 page limit

Q: Subfactors 2, 3, and 4 do not include any stated maximum page limits. Could you please clarify whether there are any restrictions on the number of pages for these subfactors? Specifically, is there a defined maximum number of pages we must stay within?

A: The LOC and Resumes will be considered their own volume. 3 page limit per candidate

Q: Under Subfactor 3, we are uncertain about the definition of "key personnel." Are you referring to the clinical providers themselves (e.g., physicians, nurse practitioners, CRNAs), or to individuals responsible for managing the contract (e.g., account manager, contract manager)? Initially, it seemed to refer to the contract management team, but the mention of certifications has caused some confusion. Could you please clarify which type of key personnel is being requested?

A: Revised to specify provider contractors

Q: We see that the contract includes a three‐month base period followed by three option periods of three months each, for a total potential duration of nine months. However, we believe the need for services is long‐term and continuous. Would you consider extending the contract period to five years to better align with the nature of the requirement?

A: This is intentional for long term planning

Regarding solicitation 75H70925Q00005, I’m hoping you’re able to provide answers and additional details on the OBGYN schedule requirements:

Q: Will the OBGYN provider be required to perform deliveries?

A: Yes, Surgical Cesarean Section also

Q: If so, can you provide information on how many deliveries the hospital typically performs on an annual basis?

A: estimated 75 – 80

Q: Will call coverage be required on weeknights and weekends?

A: Yes, in rotation

Q: Does the hospital have midwives available? If so, will they be first priority for deliveries before the locum provider?

A: Yes, Midwives generally do all low‐risk vaginal deliveries

We want to ensure that we provide appropriate pricing for the solicitation. If call coverage is required, will different line items be allowed? Below is an example of what may be a better way to provide pricing in order to ensure providers are compensated appropriately for their coverage:

‐ Regular hours (for outpatient/clinic hours)

‐ Weeknight Call rate

‐ 24‐hour Weekend Call rate

‐ Hourly Callback rate

A: Yes, please provide price structure to clearly define rates

Q: Upon review of the Instructions to Offerors, it appears that you only want resumes for the Key

Personnel that will be managing the contract activities. Please confirm the submission requirements. Do you require candidate presentations (CVs) with the proposal response?

A: Revised to specify provider contractors

Q: If you do need CV profiles for clinical providers intended to fill the contract, please specify what credentials documentation you would like presented with the CVs.

A: Education, Certifications and Licenses, Relevant work experience, experience with Tribal or Federal

Healthcare systems, and specialized skills

Q: If you require candidates to be submitted with the proposal, will you consider extending the due date of the proposal beyond 5/15/25?

A: Deadline is extended to 06/06/2025

Q: The Instructions to Offerors stipulate that the Technical Proposal should not exceed 5 single‐sided pages in total, but then as I read down, you have a 5 page minimum for other areas of the technical proposal as well, such as Recruitment and Retention. Please clarity the total page limit for the RFP

Technical Volume submission? On average, our entire technical proposal, covering all the required areas identified for inclusion in the proposal, would average 25 pages. This would not include past performance or pricing volumes.

A: Technical volume is increased to 20 pages, the LOC and Resumes will be accepted as its own volume.

There is a 3 page limit per candidate

Provider Specific Questions by Specialty:

CRNA (Certified Registered Nurse Anesthetist)

Q: What are the scheduled shifts?

A: Monday ‐ Sunday

Q: What is the daily caseload and OR schedule?

A: Estimated 4 per week. Dental, Podiatry, Gynecological and Obstetrical

Q: What types of OR cases are handled (e.g., OB, ortho, trauma, general surgery, ENT, urology, ophthalmology)?

A: OB, Podiatry, and Dental

Q: Are there any regional anesthesia or invasive procedures required?

A: Yes, primarily pediatric

Q: Will the CRNA be working independently or under supervision?

A: Independently

Q: Is supervision provided by an anesthesiologist or Chief CRNA?

A: No

Q: Is there call? In‐house or from home?

A: Yes, Housing on Campus

Q: What is the on‐call schedule (days, nights, weekends, 24 hours, etc.)?

A: 24 hours

Q: What is the call volume?

A: estimated 4 per week

Q: What is the call back frequency?

A: Varies based on Obstetrical needs

OBGYN

Q: What are the scheduled shifts?

A: Monday ‐ Friday, 8am – 5pm

Q: What is the birth volume or average number of deliveries per month?

A: Estimated 75 per year

Q: Is there a call schedule? What are the call expectations (in‐house, local, how far from site)?

A: Call schedule based on number of providers

Q: How often are they called back in?

A: 2 times per week

Q: Is the role primarily OB, GYN, or a mix?

A: OB/GYN primarily, surgically capable providers desired

Q: Are C‐sections required, what other types of GYN procedures will they need to perform, and is there general surgical backup?

A: C‐sections required

Q: Is there 24/7 anesthesia and NICU support?

A: CRNA’s will provide anesthesia. No NICU on site

ED – MD / APP (Emergency Department)

Q: What are the scheduled shifts or shift options?

A: 12‐hour shifts

Q: What are the annual/daily ED visit volumes?

A: estimated 60 – 70 a day at most, mostly low activity

Q: What is the trauma level designation?

A: No level designation, stabilize and ship

Q: Are there separate fast‐track or urgent care areas?

A: Yes

Q: Are there backup specialties on‐site or on call?

A: OB

Q: Who runs codes? Is there a hospitalist on site?

A: ER runs codes. Onward hospitalist but ER responds

Q: Is respiratory therapy on site 24/7?

A: Not currently

Q: Is lab and imaging done on site? Are these services available 24/7? How quickly are images read?

A: Lab 24/7, X‐Ray and CT on site, No MRI. Stat images quickly

Q: Are ED staff responsible for OB cases? If so, what is the volume?

A: No

Q: Where are high‐acuity patients transferred (facility, air/land, time)?

For ED APPs specifically:

A: Air and Land to Great Falls or Kalispell

Q: Will the APP work independently or under MD supervision?

A: Works alongside with great independence

Q: Can they accept PAs from a state that doesn’t allow solo practice?

A: Yes

Q: What is the scope of procedures allowed (e.g., sutures, intubation)?

A: Dependent on candidate competencies

Family Medicine / Primary Care (MD/DO and APP)

Q: Is this outpatient‐only or does it include inpatient?

A: Primarily outpatient

Q: What are the scheduled shift hours?

A: Monday ‐ Friday, 8 am – 5 pm

Q: What is the patient volume per provider?

A: estimated 18

Q: Are all ages seen (newborn and up)?

A: Yes

Q: What is the ratio mix of acute vs. chronic care?

A: estimated 90%, most chronic

Q: Are same‐day appointments and walk‐ins expected?

A: If working urgent care – yes. Clinic if cancellations occur

Q: How much time is allowed for new patient appointments, same question for follow up appointments?

A: New – 45 minutes, established 15 mins ‐ ½ hour

Q: Any procedures expected?

A: Cryofreeze, suture removal, Casting, EKG interpretation

Q: Any mix of urgent care or OBGYN?

A: Only if working urgent care. No to OB

Q: Are there grocery stores or markets nearby?

A: Yes

Q: Are dining options (restaurants/cafes) available in town?

A: Limited

Q: Is the area generally safe? Or are their concerns?

A: We encourage all prospective offerors to conduct their own due diligence regarding the location, including travel, safety, lodging, and community resources. While the Government is not responsible for providing safety assessments, we recommend reviewing public travel advisories and consulting with those familiar with the area

Q: What’s the nearest airport and distance?

A: Great Falls International – 125 miles or Kalispell International ‐ 100 miles

Q: Is staff housing provided? What are the options?

A: Government quarters are available for contractors on call. Offerors should research and plan lodging for candidates

Q: Are utilities and internet included?

A: No

Q: Is housing near the facility? Is a car needed?

A: Yes, and Yes

Q: What EMR system is used (RPMS)? Is there a dictation system (Dragon)?

A: RPMS

Current Services and Contract Details

Q: Are these services currently being performed? If so, please provide the following information:

‐The contract number and name of the incumbent contractor

‐The SAM.gov solicitation number under which these services were originally procured

‐The total value and period of performance of the current contract

A: Yes, World Wide medical ‐ 75H70923D00013, Tribal Providers ‐ 75H70923D00014, Prairie Band ‐ 75H70923D00012

Selective Bidding on CLINs

Q: Are offerors allowed to submit proposals for individual CLINs, or must proposals include coverage for all listed positions to be considered? For example, is it permissible to bid solely on

ER physician coverage or a subset such as ER physicians and Family Practice providers?

A: Yes, please provide price structure to clearly define rates.

CLIN 001 & 002 – OB/GYN and Family Practice Physicians

Q: Are providers under these CLINs expected to work Monday through Friday, 8:00 a.m. to 5:00 p.m. (standard business hours)? Are there any requirements for weekend coverage for either specialty?

A: Yes, and occasional weekends.

CLIN 003 & 004 – ER Physicians and ER NP/PAs

Q: For CLIN 003, can ER physicians work 8‐hour or 12‐hour shifts, or a combination of both, depending on operational needs and provider availability? Is a two weeks on / two weeks off scheduling structure acceptable? Additionally, please provide the average ER patient volume during daytime, nighttime, and weekends.

A: 12‐hour shifts, 2 weeks is acceptable.