QUESTIONS_WITH_ANSWERS_FOR_PAS.pdf

QUESTIONS FOR PATIENT APPOINTING SERVICES

1. Is this is a new requirement? If not, who is the incumbent, and what is the contract number?

This is a re-compete. The incumbent contractor is Mindleaf Technologies Inc. Contract # FA8053-12-D-0046-

5S04

2. Does the Combined Synopsis/Solicitation under solicitation number F2V4FM6197AW01 contain requirements similar to a current contract? Yes

3. What occupation code on Wage Determination No.: 2015‐2125 applies to this solicitation? Reference clause FAR 52.222-42, Statement of Equivalent Rates for Federal Hires

4. Will all contracted employees work in the same facility?

Yes. All employees will work in Bldg 1078.

5. Is this a new contract or is there an incumbent? Can you please provide contract value and duration/length of incumbent? The contract was awarded on September 28, 2012 (Base and 4 Option Yrs)

Initial award was $2,124,387.20

6. Are we obligated to hire existing contractor employees?

The awardee must provide right of first refusal of employment under the contract in positions for which they are qualified.

7. Will it be required to submit all 63 pages of the solicitation, by “mail”, if email proposals are not accepted?

Email proposals will not be accepted. Proposal do not need to include all 63 pages. Only the signature page of the solicitation (pg. 1) and any corresponding ammendment signature pages must be signed and returned.

8. How does the Government intend to evaluate proposals to ensure an offeror's proposed approach meets the acceptability standards for non-cost factors?

Refer to 52.212-2 (pg 10) of the solicitation

9. If the Government is only requiring Pricing and Past Performance volume under a LPTA selection process, how will the Government ensure that the lowest-priced offeror meets the acceptability standards if that offeror has no past performance (i.e. an "acceptable" past performance rating under LPTA standards)?

Reference 52.212-2(d)(i) through (vii)

10. Can only Service Disable Veteran-Owned Small Business submit proposal?

Yes, this is set aside 100% Service Disable Veteran-Owned Small Business.

11. Is this something that can be done from another location or it has to be on site?

Services must be performed on site.

12. SF 1449 states delivery address as the Zemke Ave, Bldg 1078 address. Section L states delivery address as Pink Flamingo Ave, Bldg 147. Please confirm correct delivery address.

Offers shall be addressed to the Contract Specialist and mailed to: 6th Contracting Squadron, 2610 Pink

Flamingo Ave., MacDill AFB, FL 33621-5119.

13. Will the government accept email proposal responses instead of mailed hard copy binders?

Emails are NOT accepted. Offers shall be addressed to the Contract Specialist and mailed to: 6th

Contracting Squadron, 2610 Pink Flamingo Ave., MacDill AFB, FL 33621-5119.

14. Section L.3.f, Page Size/Format. Will the government allow graphics, charts, tables and figures to use a font size of no less than 10 pt? Yes, only graphics, charts, tables and figures are permitted to have a font size lower than 12 pt.

15. Section M.3.d.iii, Relevancy Assessment. How does the government plan to define magnitude? Please provide clarification to definition of magnitude as it relates to this proposal.

a. By number of FTEs on a contract? No

b. By total dollar value of a contract? Yes

c. By call volume received under a contract? Yes

16. Appendix E / PWS Section 4.1.1. Are calls received into one centralized location or do staff sit and receive calls in the 2 clinics defined in PWS Section 4.1.1? Please provide clarification so that offeror may adjust staffing and pricing accordingly.

All Calls are received in one location.

17. Are call volumes provided in Appendix E for both the MacDill clinic location and Brandon clinic location? If not, please provide call volume for each so that offeror may adjust price accordingly to meet government needs.

All call numbers that are reported monthly are a total of both Brandon and MacDill sites, not listed separately.

18. Since this is an SCA contract, will the government release incumbent personnel anniversary dates?

Yes.

Employee 1 3/26/2013

Employee 2 9/10/2014

Employee 3 9/24/2014

Employee 4 10/29/2014

Employee 5 9/28/2015

Employee 6 7/4/2016

Employee 7 7/6/2016

Employee 8 10/18/2016

Employee 9 11/14/2016

Employee 10 11/29/2016

19. Reference PWS. Are there minimum qualifications (e.g., education, work experience, years’ experience, certifications, etc.) required for contractor personnel supporting this contract? If so, please provide?

Reference section 1.3 of PWS

20. Appendix E, historical data. Is the monthly call volume statistics of 14,000 generated from booked appointments or for total calls coming into the appointment center?

14,000 calls are billable transactions for Booked Appts, Cancelled Appts, TCONs, Refused Appts, and No

Appts Available.

21. How many FTEs are currently performing the work? Are the expected levels for the new contract different?

There are currently 10 FTE’s perorming work on this contract. Reference call volumes presented in

Appendix E for anticipated future levels.

22 . How are the 1400 anticipated calls distributed over the workday? What are the heaviest days, and times for call volumes? Please provide the data, if available.

Majority of calls happen earlier in the week, with Monday being the heaviest day, Tuesday second, etc.

Times vary, but most calls are typically taken earlier in the day.

23. The timing of the solicitation suggests that the last option year was not executed. Why is the last year of the current contract, not being exercised? The original contract was awarded utilizing the Air Force Medical

Service Commodity Council (AFMSCC). The AFMSCC does not currenlty have the longevity (5 yrs) we are seeking.

24. What are the desired hours of operations to best meet the government needs?

0700-1630

25. There has been drastic reduction in the funding in 2016 on the contract, what is the reason for such reduction?

The last contracted year is only for 6 months (Extension)

26. Will this be a true FFP contract billed at 12 month intervals regardless of hours worked? Yes

27. In Section L of the solicitation, two volumes are required (contract documentation cost/price and Past

Performance). Would the Government also require a description of the management and technical approaches for the services to be provided? No

28. Would the Government provide information as to how many FTEs (incumbent staff) are currently performing this work and how many have SCA work experience greater than 3 years?

There are currently 10 FTE’s performing work on this contract. Unknown experience level

29. In addition to the performance thresholds in Section 2: Services Summary and the average calls per month, are there any additional requirements we should consider in calculating our staffing numbers?

No

30. What are the historic average handle times for calls?

Over the past year: Average Speed to Answer: 4m 42secs

Averge Call Lenth: 2m 25secs

31. Would the Government provide the call arrival patterns at a granular level (30-minute increments)?

Unknown

32. IAW FAR Subpart 19.1406, would the Government consider making this Solicitation a SDVOSB Sole

Source using the $4M other than manufacturing NAICS exception if it does not appear that at least 2

SDVOSBs will respond to this solicitation?

No

33. The RFP is silent on service level penalties. What, if any, would be the results of missed metrics?

Missed metrics will be tracked and documented. Failure to meet minimum standards may result in termination for cause.

34. The RFP states an onsite presence only for the employees. Would it be acceptable to have an offsite rollover line to accommodate surge, and if so, does the Avaya system have the capability to handle this?

The current phone system Avaya can only be accessed locally or on base.