Response_to_Industry_Questions.pdf

Solicitation FA5641‐17‐R‐0004, Medical Coding II

Government Responses to Industry Questions

Question: Can you please confirm if the Combined Synopsis/Solicitation for AFICA USAFE Medical Coding II, RFP# FA564117R0004 is the draft or final release of the RFP?

Government Response: Yes. The Combined Synopsis/Solicitation for AFICA USAFE Medical Coding II, RFQ# FA564117R0004 is the final release of the RFQ.

Question: Do the medical coders need to be onsite, or could this be opened up for dedicated coders stateside?

Government Response: As stated in the PWS, onsite coding is required for RAF Lakenheath, Ramstein AB, Spangdahlem AB, and Aviano AB. The remaining USAFE MTFs are required to be coded remotely.

Question: Is this a new requirement or a follow on contract?

Government Response: This will be a follow on contract for medical coding services in USAFE.

Question: Can you tell us who the incumbent is on the current contract and the contract number?

Government Response: Yes, the incumbent is TreeFrog Data Solutions, Inc. and the contract number is

FA5613‐13‐P‐8080.

Question: Will Past Performance of Key Personnel be considered in the evaluation of the past performance volume?

Government Response: No, past performance refers only to a company’s past performance. Please see

FAR Clause 52.212‐2, and in particular Factor 3 – Past Performance, to see how Past Performance will be evaluated.

Question: Does the 30‐day startup in Section 2.3.2.1 and the 60‐day startup in the Amendment apply to initial startup only or for staffing startups as well?

Government Response: Section 2.3.2.1 states, “The Contractor shall provide 100% staffing NLT 30 days after the contract start date.” As the contract start date will be September 16, 2018, coding personnel must be in place no later than October 15, 2018. The Government has not previously issued any

Amendments to this RFQ.

Question: Why is support requested in Section 2.3.4.1 when weather or security conditions impact all personnel? This conflicts with 2.5.2. and 2.8. Which is correct in this case, 2.3.41 and 2.3.4.5 or 2.5.2 and 2.8?

Government Response: Section 2.3.4.1 refers to Personnel Management services, not coding services.

These services are the coordination and regulation of employees and involve organizing, recruiting, hiring, training, and assessing workers. The Contractor is generally responsible for Personnel

Management services, including those times designated as Government non‐work days or other periods where Government offices are closed due to weather or security conditions.

Section 2.3.4.5 refers to the requirement for the Contractor to replace vacant positions and does not conflict with the cited Section.

Section 2.5.2 refers to Continuing Education Requirements and does not conflict with the cited Section.

Section 2.8 refers to Closures and does not conflict with the cited Section.

Question: What evaluation(s) would be considered and applied prior to a contingency request to ensure that contingency requirements do not exceed the ability of contractors to maintain and meet their current workload requirements on this PWS?

Government Response: The Contractor shall only be required to perform medical coding requirements that are within scope of the PWS. Any additional work performed outside of the terms and conditions of the contract are prohibited and can only be modified accordingly by the Contracting Officer.

Question: How many years of experience are required for Medical Coder I positions in Section 3.3?

Government Response: Either four or five years of experience are acceptable.

Question: Is the Lead position requirement noted in Section 3.4.1.2. to be at a USAFE site or can this person be based in the US?

Government Response: Per Section 3.4.1.3, “Lead coders will be one of the required Medical Coder IIIs required by the contract, not an additional requirement.” Since all coding services are required to be conducted onsite at one of the four bases identified in the PWS (See Section 1, Introduction), it follows that all coders, including lead coders, will be based at one of the identified bases.

Question: Is this appropriate job title in Section 4.1.1.5 “Coder/Trainer” title or a Medical Coder III, II, or I?

Government Response: There is no Section 4.1.1.5 in the PWS.

Question: Will the Government provide SOFA status for Contractor personnel? Can you provide information on the processes through which SOFA status and/or logistical support may be provided?

Government Response: The following information provides the information requested on logistical support and status under the NATO Status of Forces Agreement (SOFA).

LOGISTICAL SUPPORT/SOFA STATUS FOR CONTRACTOR PERSONNEL

(a) Logistical support and/or SOFA status may be provided to authorized Contractor employees and their dependents to the extent these services are available at the location where the contract is to be performed and as authorized by current applicable Air Force and European theater regulations, by current applicable international agreements and arrangements, by host nation determinations, by current policies, and the local installation commander. Lack of logistical support or SOFA status shall not serve as a basis for claims by a Contractor against the Government for increased cost of contract performance.

(1) Department of Defense Contractor Personnel Office (DOCPER). DOCPER is responsible for assisting Contractors/Contractor personnel to receive status the NATO SOFA once they have been offered a position in Italy or Germany. The Contractor shall provide contractual, personnel, and material information to DOCPER.

(i) Italy. DOCPER assists the U.S. Sending States Office (USSSO) Rome in implementing the "Shell Agreement" with Italy and the "Tri‐Component Directive for Italy on Personal

Property, Rationed Goods, Motor Vehicles and Drivers’ Licenses, Civilian Component and Technical Representative (TR) Status", issued 20 February 2004. In addition, the 20

Jul 04 TR and Civilian Personnel guidance, an annex to the Tri‐component Directive, provides detailed procedures. These documents govern the accreditation in Italy of DoD

Contractor employees as TRs. Contracts that propose to employ TRs in Italy, or organizations that wish to establish their employees as "civilian personnel" in Italy, should follow this guidance. See DOCPER’s website:

http://www.eur.army.mil/g1/content/CPD/docper.html

(ii) Germany. DOCPER implements the Agreements of 27 March 1998 and the

Agreements of 29 June 2001, signed by the U.S. Embassy and German Foreign Ministry.

These Agreements establish bilateral implementation of Articles 72 and 73 of the

Supplementary Agreement (SA) to the NATO SOFA. These two Articles govern the use of

DoD Contractor employees as Technical Expert (TE), Troop Care (TC) providers, and

Analytical Support (AS) Contractor personnel in Germany. Contracts that propose to employ TE, TC providers, or AS personnel in Germany, and the applications of individuals seeking TE/TC/AS status under those contracts, are submitted through DOCPER. Basic guidance on the TC/TE/AS process is provided in Army in Europe (AE) Regulation 715‐9, "Contractor Personnel in Germany ‐‐ Technical Expert, Troop Care and Analytical

Support Personnel," (under Guidance), and also available in an expanded on‐line form, the “AE Reg 715‐9 On‐line.” “AE Reg 715‐9 On‐line” uses hyperlinks to take you to the portion of the website where you can find necessary forms and more detailed guidance.

See above paragraph for DOCPER’s website.

2) Individual Logistical Support (ILS) for the United Kingdom (UK). ILS, as available at a particular location, in the UK may be limited in application to United States companies, and ILS may not be afforded to a UK national. The Office of the Special United States Liaison Officer, American

Embassy London, UK has not approved this requirement as eligible for the UK Civilian

Component Stamp, under the terms of the Special Memorandum of Understanding, dated 7 July

1987. Consequently, the Contractor may be responsible for payment of contractor employee

British income tax, British council tax, and import tax on privately owned vehicles. Other taxes could also pertain, as well as any relevant obligations required under UK labor law.

(b) An authorized Contractor employee is defined as a U.S.‐citizen and employee who has been hired as a consequence of this contract and is employed at least 40 hours per week on this contract.

(c) Any logistical support for other than NATO countries must comply with the International Agreement of the host nation.

(d) Abuse of Privileges. The Contractor shall include a provision in his employment agreement with his employees to provide for disciplinary action, or discharge for cause, of the employee for any abuse of privileges authorized to herein. The US Government retains the right to withdraw privileges as a result of Contractor employee abuse at no additional cost to the US Government. This provision in no way will prohibit disciplinary action or legal prosecution by either the US Government or the host country

Government. Services or privileges may be denied an individual basis at the discretion of the Installation

Commander.

(e) The Contractor shall assure that upon termination or transfer of any employee who is granted logistical support, action is taken simultaneous with the termination of employment to assure that said employee ceases to have access to the services granted under logistic support. The Contractor shall assure that identification passes or other documents pertinent to or peculiar to the contract or privileges there under are turned over to the issuing office upon termination or transfer of any employee. The Contractor shall require a written receipt of such return and shall immediately forward a copy to the Contracting Officer Representative.