Q&A__19QA031.pdf

Questions and Answers FA520919QA031 14 Aug 19

Question # Question Answer 1 Does the below statement mean that the contractor is required to provide an on-site translator at Yes as on-call the 374th MDG Yokota clinic during the base shut-downs due to weather and etc.?

Contractor personnel are considered key and essential personnel. (PWS pg.4 A9)

2 Is there an expected increase in population or enrollment during the length of the contract Not expected increases at this time. "Fullest scope" is within the defined scope.

including its option years? Please provide specific numbers that can be used for an estimation of workload. The below statement requires offerer to take into account unknown possibilities and consideration, which will require submission of an overestimate in order to account for unforeseen changes in workload.

Contractors may be utilized to the fullest scope of practice in the event of increased population and/or enrollment. (PWS pg.4 Paragraph 1.3.2.)

3 What exactly is included in the scope of translation? As an example, if once a patient has been seen Yes at the 374 MDG, is the patient now considered a 374 MDG customers? If so, in the event, a patient is seen at an off base facility without a referral from the 374MDG and receives medical documents written in Japanese, are these documents’ translation considered in the scope of this contract? Or if a retiree, who has been living in Japan and received treatment in Japanese facilities for an extended period of time and requests several hundred pages of medical records from the Japanese hospital to be translated, is this considered in the scope of this contract? This has happened on several occasions during the current contract. Request clarification of the below provision scope of responsibility.

Translate medical/clinical information written in English and/or Japanese for customers of the 374 MDG.

(PWS pg.7 Paragraph 1.4.7.4.)

4 Can examples be provided as to the nature of the existing and/or planned projects and programs Clear understanding of medical terminology is paramount.

requiring Japanese technical medical information? In order to estimate the volumes/type of translation required under the below provision, please provide clarification as to the type of information an estimated workload required under this provision.

Translate Japanese technical medical information with Japanese case manager and/or provider(s)’ oversight into English for various 374 MDG projects and programs. (PWS pg.7 Paragraph 1.4.7.5.)

5 Please provide clarification of below provision; what is the 374 MDG expectations regarding translators’ involvement concerning a patient’s payment procedures at off-base facilities. Is it the contractors’ responsible for payment negotiation on behalf of the patient and/or convincing the patients to make appropriate payment at the off base facilities? Or does the 374 MDG ensure prior to the transfer of a patient/customer that they valid medical insurance or a means of making payment at off base facilities? What is the expectation in this contract for non-paying patients/customers as this directly affects 374 MDG ability to transfer patients to off-base medical facilities?

Translate 374 MDG payment procedures to patients, off-base facilities, and assist patients with completing the necessary paperwork required by the MTF and off-base facilities. (PWS pg.7 Paragraph 1.4.7.8.)

6 Request clarification, is it the expectation of the 374 MDG that patients with knowledge of local Yes area still required to meet in 374 MDG Tricare lobby for first meetings, or is it acceptable, after discussion with the patient, that they are able to meet at an agreed-upon location?

First meetings between Contractor employees and patients will take place at 374 MDG TRICARE lobby.

(PWS pg.7 Paragraph 1.4.7.12.)

On the scheduled day, the assigned translator will meet the patient at the agreed place. (PWS pg.9 Paragraph 1.5.2.)

7 A. Please provide clarification on below provision, are both translation (1.4.11 and 1.5.3.4) different data entry documents or a continuous form that is updated? B. Concerning 1.7.1.4. is this also a separate A. Each document that arrives has a new suspense.

document? C. What other information is required to be entered into 1.7.1.5.2 document that is different than the first three provisions. Question relates to each provision have similar information but slightly B. Out-patient referral appt.

different entry requirements.

The contractor shall finalize medical documentation after patient care is completed and submit finalized C. General forms used in the visit that are not results or reports.

clinical results in English to 374 MDG within ten(10) days from notification by off-base facilities of patient results completion and/or patient discharge. (PWS pg.8 Paragraph 1.4.11.)

B. Provide translated medical records from off-base facilities within ten(10) days from notification by off-base

Translation of the bill/debt owed by the patient at discharge is part of the visit. It is important that the patients are made aware of this debt to continue relations with our network facilities.

facilities of patient result completion and/or patient discharge. (PWS pg.9 Paragraph 1.5.3.4.)

Reports and documents generated before, during , and after a patient’s appointment referred by the 374 MDG at off base facilities shall be translated and submitted to the 374th Medical Staff and the FRED within three(3) duty days. (PWS pg.10 Paragraph 1.7.1.4.)

C. All others related to patient’s care : Fifteen (15) duty days. (PWS pg.7 Paragraph 1.7.1.5.2.)

8 According to the below provisions are these reports required both in 12 hours of transfer or after transfer is completed. How does the contract define the phrase “transfer completion” is this the return of translator to Yokota clinic?

For urgent patient transfer, an English summary must be provided within 12 hours of transfer completion.

(PWS pg.8 Paragraph 1.4.11.)

The Medical transfer report and any documentation generated before and during medial transfers shall be translated and submitted to the 374 MDG and the FRED upon completion of the transfer. (PWS pg.10 Paragraph 1.7.1.1.)

9 Please clarify the scope of the work concerning escort service? Who and what kind of Yes, as the Case Manager works for the 374 MDG.

appointment is considered to fall in/out the scope of this contract? Are appointments that were not referred and/or Scheduled by 374MDG included in the contractor’s responsibility as well as the ones with referrals?

10 Currently, DD 2161 is accepted in English by most Japanese hospitals, and the translation request of DD 2161 is often not required. Under this provision are all DD 2161 required to be translated? for Yes, the Japanese staff needs to know reason for transfer.

those off base facilities that accept DD 2161 written in English?

-Translate each received DD Form 2161 no later than 1630 hours on the following day. (PWS pg.9 Paragraph 1.5.3.1.)

11 Does it fall within the contractors' responsibility to make an initial appointment for a patient to be seen at an off base facility? Does this responsibility fall to the Referral Management Center during Confirm appointment/time-place to meet for appointment.

normal working hours?

Call patients to schedule appointments . (PWS pg.9 Paragraph 1.5.3.2.)

12 Request clarification of simultaneous multiple transfers, what is the 374 MDG’s reasonable expectation under this provision below? For estimation purpose what is expected amounts of transfers We have seen up to 3 transfers in one day.

that will fall under this provision? Request numbers if possible of the past occurrence of “simultaneous multiple transfers” for the past few years? It is understandable that 374 MDG may not be able to provide a number but under this provision, we need to provide manning based on unknown transfers that may or may not occur.

Contractor shall be able to respond multiple transfer requirements which may simultaneously happen.

(PWS pg.10 Paragraph 1.6.2.)

13 In Japanese hospitals, medical translators are not allowed to provide face-to-face interpretation services for the patient with a possible infectious diseases such as tuberculosis in order to protect Depend on the situation. Should check with TOPA Flight Commander or provider.

translators. What is the 374th MDG standard protocol for interpretation services for patients with infectious diseases? Is it acceptable for contractor support in these cases, to be provided over-the-phone.

14 According to Appendix B; table of Historical Data, the column labeled Number of Escort is reflective of number of escorts provided to Tricare Prime members only (active duty and their families). Since the 77 / year or 6 / month scope of this contract includes retirees and civilians, please provide the number of referrals made for retirees and civilians, in which no translator was provided by the 374 MDG.

15 According to Appendix B; table of Historical Data, the column labeled Number for Document Translation; what is the page count per document translation, as one patient may require only a few pages whereas another may require 100 pages to be translated. Please clarify the number of pages actually translated under this column.

Also, are active duty members and their families plus civilians included under this contract? As they currently fall under other contracts or is paid out-of-pocket regarding medical document translation services, will the contractor be responsible for these groups as stated by phrase “374 MDG patients/customers”? In order to prepare a realistic cost estimation, please provide the number of required translations under this category as defined by the phrase, “374 MDG patients/customers”. If at the conclusion of other contracts does all “374 MDG patients/customers” require these Document

When the transfer team returns to Yokota (if direct) or departs the accepting facility and goes home (in-direct)/else where.

Yes, included. Translate for all patients if not translated by TRICARE/ ISOS (other contractor).

Translation as part of the scope of this contract.

16 How many Full Time interpreter/translators are currently operating on this program? One (1) 17 How many Part Time interpreter/translators are currently used (on average) to support this program? 6 to 8 18 What is the average word count for the documents that require translation on a monthly basis? N/A 19 Will access to the office be granted prior to implementation in order to see what the facilities are like? Yes 20 How many times (percentage) was the 30-minute response for transfer service achieved in the last 12 month? 100%

For document translation requirements, are there any other translation services required, such as proof-reading, typesetting, or source file re-creation? We have other contract for proof-read.

22 Are all the files requiring translation provided to the contractor in an editable format? No.

What is the furthest location from Yokota Air Base that an escort or transfer was required to travel to in the last 12 months? Can a list of all locations be provided? within Tokyo

24 What is the average duration for an escort service (last 12 months data)? 3 - 5 hrs 25 What is the average duration for a transfer service (last 12 months data)? 3 - 5 hrs 26 On average how much notice is provided for non-emergency escort scheduled services? 2-7 days 27 What is the clarification/definition of “valid complaint?” Complaint in writing or about performance.

28 Are there any expected “sizeable” increases or decreases in staffing levels at the airbase in the foreseeable future? N/A 29 Is there any seasonality in the population living at the airbase throughout a standard 12 month period? N/A 30 How many desks are provided in the contractor-allocated office space? Three (3) 31 What is the prescribed “phase in period?” When in-processing complete

Why has there been a drop in service requests since this contract was last solicited in 2016? Does the Government expect further decreases to the requirement? TRICARE/ISOS is now assisting in translating documents.

Why is the Government re-soliciting this program instead of executing the remaining option periods, as there are 2 options years left under the current contract? Change in scope of contract

34 What are the historical performance issues this contract has experienced? N/A 35 Whether companies from Outside France can apply for this? Yes

(like,from Japan or USA) 36 Whether we need to come over there for meetings? Meeting is not scheduled until award. Contarctor shall attend meeting as needed basis.

37 Can we perform the tasks (related to RFP) outside France? All task will be performed in Japan.

(like, from Japan or USA) 38 Can we submit the proposals via email? See Addendum to 52.212-1

Section 1.1.1. Line 2 Who are the "its (374 MDG's) patients"?

Please answer by Yes and No for following categories of the patients.

(1) Active duty member and their family (TRICARE Prime)

(2) Active duty member and their family (TRICARE Select)

(3) Retiree and their family member

(4) GS/DODDS employees and thier family

(5) Contractors and their family

(6) Patients referred or visiting Yokota from other than Yokota AB, such as Misawa, Yokosuka, Okinawa, etc.

(7) Family members of the Yokota who visiting Japan for leisure such as Tokyo Olympic games, etc.

(1) YES (2) YES (3) YES (4) YES (5) YES (6) YES (7) If they are treated in the 374 MDG, then YES.

Section 1.1.2.

During the scinario of an "emergency and urgent patient trasfer", what the Uurgent Care Center's (UCC) role, after they contact the Medical Translator (MT)?

Provide information, ambulance, and medical attendant.

Section 1.3.1.

What is the exactly situation of "humanitarian assistance and disaster relief"? Typhoon, Earthquake, etc

Section 1.3.2. Line 2-3 Does Contractor can invoice an increased number of services hours for "in the event of increased population and/or enrollement"? See CLIN structure of Standard Form 1449

Section 1.4.

Other than providing certificate of TOEIC or STEMP (1.4.3.1 and 1.4.3.2), how and who evaluate the qualifications of "knowledge and nderstanding of medical terminology" (1.4.1.1)?

Need resume

Section 1.4.6.

If "The on-site MT shall serve as the primary point of contact for off-base facilities~", then what the referral management center (RMC) 's role?

This contract seems high volume of referral and coordination serivce are included to other than translation, escort and telephone consults.

It's Translation Services contract. Each contract serves a purpose.

Section 1.4.7.9.

To whom the "Liaision Task/Translation (for routine/non-emergent off-base medical appointments" services provided by the MT? MTF to host nation facilities, or as required within the MTF.

Section 1.5.3.3.

What is exactly "TRICARE authorization form" means?

If the form measn "medical insurance authorization form", is this translators' responsilibity to be authorized?

For the patient is NOT under TRICARE coverage, who prepare the request for the translator to ensure the insurance? Re-read 1.5.3.3. For available to contractor.

Overall PWS Who and what exactly the Case Manager (CM) identify in this PWS?

Are "TRICARE Case Manager", "Japanese Case Manager" or "Case Managers" difeerent person?

Any Case Manager

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