Q A_dated_08-24-16.pdf

Air Force Credentials Questions and Answers

Question 1: Please explain whether this is an email submission only or whether hard copies of proposals are also required. If hard copies are required, please identify how many of each volume are required and whether redacted copies are also required (see Page 17, Para C.3(e)f.).

Answer: Proposals are requested to be submitted via email only. Please see revised Request for Proposal paragraph

L-11 C.3. (c) Page 16.

Question 2: Please explain what Basic IDIQ/GSA contract number is needed as this does not appear to be a GSA contract.

Answer: The reference regarding the IDIQ/GSA number is removed in the revised RFP.

Question 3: Should the QCP be included as an appendix/attachment to the technical proposal?

Answer: Yes, the QCP should be submitted as an attachment.

Question 4: Is a redacted copy required for just Volume I or all volumes? If a QCP is required with the proposal does it also need to be redacted?

Answer: Volume I is the only requested to be redacted. The QCP needs to be redacted as well.

Question 5: Are the Cover Page and Table of Contents included in the page count or not? Please clarify.

Answer: The RFP has been revised to state the cover page and table of contents are not inclusive of the page limit.

Question 6: Page 17, Para C.3(e)b. states: “The minimum font size for the proposal pages is 12, utilizing

Times New Roman themed font. Tables may use font size 10, utilizing Times New Roman. Required documents should be submitted via email with a read receipt, and should be clearly marked as the requirement title and your contract number. All text shall be single spaced with black text on white paper;

graphics, photos, etc. may be in color.” Please identify what contract number is to be included?

Answer: The RFP has been revised to state proposal number instead of contract number.

Question 7: Page 17, Para C. 3(e) d. states: “Do not send as an executable or .exe file. Email size shall not exceed five megabytes. Documents may be compressed (zipped) using WinZip 8.1 or later version. Any corrupted file or media containing a virus could result in the offer not being considered for award.” Please confirm that a zip file is acceptable to the Government. On previous proposals, the Government has identified that zip files are unacceptable.

Answer: The RFP has been revised to delete the use of zipped files.

Question 8: Page 17, Para C. 3(e) f. states: “Redacted copy should not include any reference to the company name and/or any identifying logos. Resumes are excluded from the 20 page limit for the Technical

Volume.” Are resumes required? This requirement appears nowhere in the solicitation or PWS except in this paragraph. If so, are they to be representative or actual resumes? What resumes are needed, one for each functional position, one for each position or what? If these are needed, where should they be located, as an appendix? Do the resumes need to be redacted for personal identity and/or company where they worked?

Answer: The RFP has been revised to delete the request for resumes.

Question 9: Page 18, 4. (a).c Volume I – Technical Volume Para c, Sub-Factor 1 bullet states, “The submitted proposal shall establish how the tasks identified in the PWS, paragraph 2.1 thru 2.1.1.3.6 will be accomplish.” The ending PWS paragraph number does not exist. Should it be 2.1.1.23?

Answer: RFP has been revised to reflect 2.1.1.23 instead of 2.1.1.3.6 on page 18.

Question 10: Page 22, 4.(c) Volume III – Price, Para b. states, “Insert the proposed prices for base (12 months) and all four (4) option years in the Schedule B Proposal Pricing.” What values should contractors insert for the COST items - CLINs X002 (Credential Verification Fees) and X003 (Travel)? Will the government provide plug numbers?

Answer: The RFP has been revised to indicate values for the Credential Verification Fees and Travel CLINS at

$100,000 and $5,000 respectability over the life of the contract.

Question 11: PWS Para 2.2.2.2 and 2.2.2.3 state “Ensure continuation of services during personnel absences due to sickness, leave, or termination from employment such that impact to the Government is minimal and position vacancies do not exceed 10 calendar days. The substitute/replacement personnel shall begin work no later than 10 calendar days after notification or immediately after departure of the incumbent personnel, whichever is earlier.” Can a temporary hire be used as the substitute/replacement personnel until a permanent replacement is available? Would the Government consider changing the vacancy and replacement requirements throughout the contract to reflect the same requirements as stated in Para 2.2.2.1 for the start of the contract given the timeframe for the Government to validate the candidate qualifications and the customary employees’ 2-week notification to their current employer.

Answer: Temporary hires cannot be used. Vacancy and replacement fill timeframes should be 20 calendar days, and will be reflected in the revised PWS in section 2.2.2.3.

Question 12: PWS Para 2.2.2.2 states, “The contractor shall maintain an overall filled rate of 95%.” How is this metric measured/calculated and over what timeframe (e.g., the contract life, each contract year, quarterly, monthly)? The metric appears to be impractical since there are only 10 FTEs and one unfilled position would equate to a 90% fill rate thus failing the metric. How is this metric measured/calculated and over what timeframe (e.g., the contract life, each contract year, quarterly, monthly)? The metric appears to be impractical since there are only 10 FTEs and one unfilled position would equate to a 90% fill rate thus failing the metric.

Answer: The fill rate will be accomplished Monthly and is changed to a 90% fill rate in the revised PWS.

Question 13: PWS Para 2.2.2.5 states, “Provide a stable workforce with less than 30% turnover across all contracted positions.” How is this metric measured/calculated and over what timeframe (e.g., over the contract life, each contract year)? How is this metric measured/calculated and over what timeframe (e.g., over the contract life, each contract year)?

Answer: The timeframe will be each accomplished each year of contract performance.

Question 14: PWS Para 2.2.2.2 and 2.2.2.4 tend to contradict each other concerning the vacancy timeframe. What is the allowable vacancy timeframe? Please clarify.

Answer: Twenty calendar days is the allowable vacancy, and has been reflected in the revised PWS in 2.2.2.2.

Question 15: PWS Para 2.4. states “Government will provide the appropriate authorization to use the government-provided DoD CCQAS and DMHRSi for entry and storage of credentials data for the performance of this work.” Will the Government transfer any equipment and/or property between contractors upon contract award? If so, please specify.

Answer: Yes. The AFCCVO currently has approximately 48 cubic feet of provider credentials files and other credentialing documents and correspondence. In addition, the AFCCVO has electronic working files to support contract performance stored on a partitioned area of a server. All credentials documentation received is to be scanned and uploaded to CCQAS as the electronic credentials file.

Question 16: What mechanisms are required and/or provided to connect the AFCCVO to the AF MTFs and other customers? (phone, internet, fax capability, scanning capability) Will the AFCCVO personnel have .mil email accounts?

Answer: The AFCCVO staff will be required to have phone, internet, fax, mail service, and scanning capabilities to connect to their customers. This is a turnkey operation. The AFCCVO personnel, once the appropriate paperwork and training has been completed will be provided a .mil email account to enable the staff to receive and send encrypted email. The staff will receive and may send information and documents containing PII and

PHI via email.

Question 17: Does the Government have an existing system that is used for handling credentialing information prior to storage in CCQAS? If so, will it be provided as GFE?

Answer: No, the Government does not have an existing system that is used to handle credentialing information prior to entry of the data in CCQAS. Records are maintained in CCQAS and hard copy transitory records are maintained in file cabinets. Government Furnished Property is provided.

Question 18: Are there any facility requirements for the storage of historical credentialing files (paper records)? If so, please specify the amount of space that will be needed. If paper records are retained, what approximate quantity of paper records are produced annually and will the facility space need to increase over time?

Answer: Yes, the requirement exists to store the historical credentialing files and paper records. The AFCVCVO currently maintains approximately 38 cubic feet of records/documentation. The Government does not anticipated the facility space to increase over time. The records are transitory.

Question 19: Currently a vendor conducts medical record reviews for some VA hospitals which requires access to medical records behind the Hospital security wall. The process to obtain this permission is quite arduous and can take months. It is probable the security risk associated with access to CCQAS from an outside vendor is of equal magnitude?

Answer: CCQAS is a web based system that requires a CAC to access. Security requirements: All contractor employees shall have/obtain an active favorable NACI or meet the requirements of DoDM 1000.13-M-VI, January 23, 2014.

Question 20: How long do you anticipate it will take for the contractor in obtain the appropriate authorization to use the government-provided DoD CCQAS and DMHRSi for entry and storage of credentials data for the performance of this work?

Answer: CCQAS and DMHRSi are web based systems that requires a CAC to access. Once the contract employee has an active favorable NACI and obtained a CAC, the contractor employee would complete the registration screen within CCQAS and the account would be processed by the government CCQAS database administrators assigned to AFMOA/SGHQ. AFMOA/SGHQ staff would also facilitate access to DMHRSi.

Question 21: Do all remote contract employees on this contract have the same access to the computer programs, military personnel records and CCQAS information? If so, do all contract employees need

NACI clearance?

Answer: All contract employees on this contract will have the same access to the information that is maintained in CCQAS and submitted to the AFCCVO. All contractor employees shall have/obtain an active favorable NACI or meet the requirements of DoDM 1000.13-M-VI, January 23, 2014.

Question 22: Is it correct that the e-PCF is housed in CCQAS? Since the Contractor maintains the e-PCF and ensures expirable credentials are tracked and updated when appropriate, what reports can the system generate to track expiration dates? Can the system flag credentials at 30, 60 and 90 days? What course of action do we have as a contractor if the provider is not compliant with our requests?

Answer: Yes, the e-PCF is a record within CCQAS. Standard and ad-hoc reports can be created/retrieved to track all expirable data within CCQAS. The report feature within the CCQAS database is used to identify expirable data at the 30, 60, 90 day timeframe. The contractor would document and contact the COR for any issues or concerns if the provider is not compliant with their requests.

Question 23: Most companies cannot access and run a NPDB Databank Query on an individual. You have to be a Government entity. Providers and practitioners need to run their own query, and it currently costs

$5.00. Since the turnaround time is out of our control and dependent upon the individual practitioner responding to our request (the actual query with results takes minutes), would you consider changing the deliverables timeline?

Answer: AFMOA/SGHQ will identify the contractor as the AFMS authorized agent to query the NPDB. The associated cost for query of the NPDB is reimbursed by the government under the ODC CLIN. Provider self-queries are not accepted as this does not meet the requirements of the DoD, AFI or civilian accrediting organization for credentialing and privileging. The deliverable timeline for the NPDB query results stands as stated in the PWS.

Question 24: Given the timeframe for responses to contractor questions, would the Air Force consider an extension to the current deadline of August 31?

Answer: The Air Force has extended the proposal due date to 3:00 p.m. Local San Antonio time on September 2, 2016.

Question 25: Can the Air Force provide anticipated monthly volumes of potential new accessions to be verified?

Answer: Air Force Recruiting Service’s Medical Profession Recruiting Station (MPRS) recruiters submit health professionals’ applications and credentials to the CVO for verification of the credentials in order to qualify applicants for accession. Annually approximately 350 potential accession case files for individuals who will be privileged active duty healthcare providers. Monthly # are variable as paperwork is submitted when recruiters complete recruiting package and when providers are actually accessed.

Question 26: Can the Air Force provide anticipated monthly volumes of deferred and non-deferred providers to be verified?

Answer: Each year healthcare students are recruited and accessed into military scholarship programs (i.e., Financial Assistance Program for residency/fellowship programs, Health Professions Scholarship Program or

Uniformed Services University Health Sciences for qualifying degrees) for professional training in civilian programs and are placed in deferred and non-deferred status. Approximately 2200 applicants are tracked by the

CVO each year. The Air Force will provide information on the current education status, projected date of graduation, assignment location and reporting date to the CVO on each student on a continual basis. The CVO will obtain required credentials from the provider and the provider’s training program prior to and upon completion of the training program for each student in training. Monthly numbers are variable depending on when providers enter status; specific program start and end dates and when orders are generated.

Question 27: Can the Air Force provide anticipated monthly volumes of providers enrolled in AFIT training programs to be verified?

Answer: Annually approximately 145 records are maintained for AFIT providers. Monthly numbers are variable depending on length of program, graduation date, and when orders are generated.

Question 28: Can the Air Force provide anticipated monthly volumes of healthcare students to be verified?

Answer: Approximately 90 participants are currently active in this program with 30 graduating annually. Monthly numbers are variable depending on length of program, graduation date, and when orders are generated

Question 29: Do offerors and/or their facilities need to be certified by an accredited agency to operate the

AFCCVO?

Answer: No, the facilities do not need to be certified.

Question 30: The PWS specifies 10 FTES. Can offerors propose a different number of FTEs?

Answer: Historical the Government has had 10 FTE’s based on current workload analysis. Offerors may propose different number of FTE’s but the number must be realistic based on the requirement.

Question 31: What are the penalties for failing to meet the Services Summary Performance Thresholds?

Answer: Contractor will be given 10 days to correct a discrepancy as a result of performance unless the

Contractor has received an extension. If the discrepancy is not corrected a Corrective Action Report (CAR) will be issued. If three (3) minor discrepancies are found, a CAR will be issued.

Question 32: The Services Summary stipulates no more than 6 substantiated errors during a six-month period. Will the Government provide the historical compliance rates under the incumbent contract?

Answer: No historical compliance rates exist at this moment.

Question 33: How many providers are credentialed per month, on average?

Answer: On average, 950 credentialed are accomplished per month.

Question 34: How often are queries required? One time or at every privilege renewal?

Answer: Queries are completed after every privileging action.

Question 35: PWS Section 2.1.1.20: Will AFMOA provide this training?

Answer: Yes, AFMOA will provide the training.

Question 36: PWS Section 2.1.1.23: Will the Chief, Professional Staff Management at AFMOA/SGHQ be assigned as the COR of the resultant contract? If not, will the COR sit at AFMOA or elsewhere?

Answer: Yes, the COR will be located at AFMOA/SGHQ.

Question 37: PWS Section 2.4: How will contractor personnel access CCQAS and DMHRSi? Will the

Government provide CAC-enabled laptops and technical support via AFMOA?

Answer: CCQAS and DMHRSi is web-based. No the Government will not provide CAC-enabled laptops and the technical support is limited to using CCQAS and DMHRSi.

Question 38: Is a facility clearance required?

Answer: No a facility clearance is not required.

Question 39: Solicitation Page 17 f.: For the redacted copy, can the company name be replaced with the

CAGE Code?

Answer: Neither the Contractors’ name or cage code should be in the reacted copy.

Question 40: Sol Page 14 #5: Is a cover letter required in every volume?

Answer: Yes

Question 41: Is this a new requirement?

Answer: No, this is not a new requirement.

Question 42: If this is not a new requirement, how many incumbents are performing these services?

Answer: Historically, the Government has had 10 FTE’s fulling the requirement.

Question 43: Who is the current contractor providing services?

Answer: Decypher Technologies

Question 44: Paragraph 2.2.8 Place of Performance states: The place of performance for this tasking will be at the contractor’s offices in San Antonio, Texas. Work under this contract will be performed off-site, the Government shall not provide work space. Does this mean that this work can be performed at our offices and/or by telecommute?

Answer: Work will be done at your office provided it is in San Antonio. There are no other exceptions.

Question 45: Can the place of performance be multiple locations, including San Antonio? The government can potentially accrue additional cost savings by locating Non customer-facing staff in existing contractor credentialing locations.

Answer: The customer would like the location to be in San Antonio due to inspection of services.