Consolidated Questions PLS_Medical Translation Services Final.pdf

Consolidated Questions and Answers

FA560620Q2004

1. Paragraph 1.2.2.1. AVAILABILITY states, “The Patient Liaisons shall be available for patient needs every day of the week, including Saturdays and Sundays, from 0800-1700, with the exception of German federal holidays. On a case by case basis, the liaisons may be required to provide services on German Federal holidays, if beneficiary needs, inpatient admissions, or other requirements are present. The solicitation states this is a Firm Fixed Price contract however the requirements to backfill contract employees with qualified individuals and within a very short period of time (see question regarding Paragraph 1.2.3 below) forces the contracting company to maintain a pool of replacement individuals. The PWS currently requires the employees to all speak/write/read English, German, and Dutch at Level 4.

Question: Will the government allow employment of individuals who are fluent in only two languages (i.e. Dutch/English or German/English)? The individuals would only be assigned to those clinics requiring their language services. I.e. German/English speaking employees will only work in the German Host Nation medical facilities. Likewise for the Dutch requirement.

No, employment of contract personnel that speak all three languages is critical. The position is at an MTF on the border between Germany and the Netherlands and it is common for patients to be seen on both sides. Translators capable of translating three languages on site is critical.

2. Paragraph 1.2.4. WORK ROSTER states, “Proposed work schedule changes shall be submitted to the FRED at least seven duty days in advance. The FRED or designee shall have the right to adjust the contract employee’s schedule.”

Question: Please explain in what circumstances the FRED or designee could adjust the contract employee’s schedule. This is a non-personal services contract and assignment of employees to positions as well as scheduling is typically a contractor responsibility.

Due to the unique nature of our MTF situated on a NATO installation, we are subject to German holidays as well as NATO leadership closures and scheduling changes. We require the ability to flex our scheduling when these infrequent situations arise.

3. Paragraph 1.2.5.2.2. states, “With the written consent of the MTF Director, Contractors may provide contract services prior to completion of background checks. However, new contract employees will remain under the supervision of a staff member whose back-ground check has been completed.”

Question: Does this apply to the Patient Liaison positions? If so, how will the government provide supervision of a staff member when the patient liaisons are performing their duties at a local host nation medical facility?

Yes, this applies to Patient Liaison positions as well. If a contract employee is new and requires supervision pending a completed background check, MTF personnel will monitor the workload both within the MTF and at host nation medical facilities. Through this management the team will determine which cases should occur at the host-nation facility and an MTF staff member will attend as needed for supervision. This would be a temporary solution managed on a case-by-case basis until the background check is completed.

4. The Historical Workload Data provides an example of one patient liaison’s weekly requirements.

Question: How often is the workload evaluated/reviewed to ensure the number of patient liaisons for the contract are sufficient?

As needed and at a minimum yearly. This MTF operates in a unique environment, being situated on a NATO installation with zero specialty care in house and the majority of that specialty care is provided in Dutch or German facilities. This uniqueness illustrates the continuous need for support to our beneficiaries.

5. The Medical Translator workload data is questionable given our past experience with similar positions at Spangdahlem and Ramstein.

Question: How often is the workload evaluated/reviewed for the medical translator position?

The beneficiaries at Spangdahlem and Ramstein receive care in a different environment.

Again, our unique nature and limited services in house lead our beneficiaries to rely heavily on Dutch and German facilities for medical needs. The PLOs and Translator are critical pieces of the puzzle that bridge the divide for our beneficiaries.

6. Paragraph 6.2.1. ADMISSION/DISPOSITION RELATED TASKS states, “Admissions: Within 24 hours of admission, visits patients hospitalized in host nation facilities within a 45 mile radius of Geilenkirchen AB including but not limited to St.

Elisabeth Krankenhaus (Geilenkirchen), Aachen University, Städtisches Krankenhaus Heinsberg and Atrium Hospital (Heerlen).”

Question: The PWS as written can be interpreted that 4 patient liaisons are currently required (one for each of the medical facilities listed above). If additional medical facilities are added, this will obviously increase the workload and possibly the total number of patient liaisons needed. Will the government add/fund a CLIN for “Surge Hour” operations? This CLIN could be used to increase (temporarily) the number of patient liaisons currently working to handle the requirements.

This will not be required. Our PLOs do not “operate” full-time at the facilities that they support. They are mobile, operating out of the MTF as their primary workplace and visit patients at facilities each time admissions or requirements are identified. This works well for our population and environment and we do not expect workload to increase.

7. What factors/criteria is the Gov’t using to determine if an offeror is ‘responsible’?

With price being the only evaluation factor, contractor’s responsibility will be determined by checking SAM to ensure their registration is active and there are no active exclusions.

Past Performance record history will be assessed as one of the multiple standards required for a successful quote to be determined responsible as described in FAR 9.104.

8. How is the Gov’t monitoring/ensuring that an offeror is in compliance with Host Nation tax and labor laws as required by the FAR (i.e. registered to do business and paying appropriate corporate and individual employee taxes)?

Contractors seeking to conduct business in Germany are responsible for determining what it means to be “compliant” with local labor laws. Contractors are bound by the terms and conditions of the contract(s) they have entered. As such, if at any time during performance under a contract containing at clause at DFARS 252.222-7002, the contractor is found be deficient in their obligation to comply with local labor laws, they may be found to be in reach of the contract terms and conditions.

9. In the Performance Work Statement, the patient liaison sounds like a spoken interpreter.

Can you please clarify if the patient liaison is required to be an interpreter as well?

Besides the Education and Training Requirements in paragraph 1.3, the PLS has to comply with the Language Requirement listed in paragraph 1.2.5.1.1.

The Patient Liaison here at GK is a spoken interpreter of sorts. Their overall responsibility is to attend our patients at medical facilities both on the installation as well as on Dutch and German soil. During these encounters they provide “spoken” translation services when care language gaps exist, help patients feel comfortable in unfamiliar environments with unfamiliar customs and cultural norms, as well as be an advocate for patients with the care team as needed.

10. On page 9 of the Performance Work Statement, can you please clarify what is meant by "host-nation facilities"? If services are to be provided in other hospitals in addition to Geilenkirchen AB, can you provide a list of those hospitals?

A list of host nation facilities is listed in paragraph 6.2.1. Please be aware that that list is not exclusive.

11. Can you please clarify what is meant by "contract employee"? Are you looking for a

1099 independent contractor or a W9 salaried employee to fulfill the patient liaison and translator roles?

The personnel employed by the contractor (contract-fulfilling company).

12. Is the Point of Contact required to be based in Germany?

This references 1.2.1. It is not necessary for the POC to be located in Germany.

13. Are patient liaisons and translators expected to be on-site M-F to be readily available to provide services to patients?

Please refer to paragraph 1.2.2.1. “When the clinic is open (Mon-Thur 0800-1700, Fri 0800-1430), Patient Liaisons are expected to be present if they are not with a patient at an external medical facility, unless coordinated with the FRED.”

13a. If patient liaisons and translators are expected to work Monday-Thursday 0800- 1700, how long will their lunch break be?

30 mins per day … 13b. Since Fridays the MTF is open from 0800-1430, will patient liaisons and translators be provided a shorter lunch break that the lunch break provided Mondays-Thursdays?

30 mins, corresponding with a work week of 40 hours (8.5 hours Monday to

Thursday and 6 hours on a Friday).

14. How many patient liaisons will you expect to be needed on-site?

Under Performance Based Contracting it is up to the contractor to determine how many ‘bodies’ are needed to fullfill the requirement in accordance with the Performance Work

Statement. The current fulfillment of this position by two part-time personnel who share the workload works perfectly. We do not have continuity gaps when the personnel are out.

15. Under what circumstances would scheduling issues occur?

Please see the answer to question number 2.

16. Is the MTF orientation paid?

If the personnel are on-site, learning their job and inprocessing as part of their orientation, then yes, they would be considered “on-the-clock”.

17. If a patient is admitted and requires around-the-clock care, will the patient liaison(s) be required to be on-site around-the-clock?

No, the patient liaison is not currently in a 24 hour position. Please see the hours and patient management portions.

18. In the US, independent contractors have their own insurance for any injuries or illnesses that occur on assignments. Does Germany have the same standards for interpreters working in the country?

Contractors seeking to conduct business in Germany are responsible for determining what it means to be “compliant” with local labor laws. Contractors are bound by the terms and conditions of the contract(s) they have entered.

19. If translation services are to be provided in the MTF, does MTF have the computers and the proper software to ensure that the translators work efficiently?

The MTF has computers and dedicated workspace for the PLOs and Translator to utilize.

The computers have the appropriate software loaded (i.e. Microsoft Office, Electronic Health Records, etc).

20. Can translators work remotely? For example, translating a document over a secured network and then sending the final product to MTF?

No, PLOs and the Translator will be required to work on a secure computer in the MTF for documentation.

21. Who is the current incumbent? What are their rates?

PATIENT LIAISON OFFICERS Services is currently provided by Sterling Medical

Associates on an hourly basis at a rate of USD 37.62.

MEDICAL TRANSLATION SERVICES is currently provided by Sterling Medical

Associates on a monthly basis at a rate of USD 7,830.99.