23_Oct_Questions_and_Answers_Occ_Med_Service.pdf

Questions to Solicitation FA8201-17-R-0001

Occupational Medical Services

23 Nov 2016

Questions and Answers 23 Nov 2016

1. The Technical Proposal is limited to 60 pages. Yet, the response to Question 14 now seems to indicate that the page limit is 100 pages.

This is correct we have increased the page limit from 60 to 100 pages

2. The response also states that the Quality Control Plan and the Safety Plan will not be counted in the 100 page requirement. There is no 100 page requirement. Does this mean the Safety and Quality Control Management Plan is NOT included in the page limitation for the Technical Proposal?

The answer on question 14 was an error. It stated that the Quality Control Plan and the Safety Plan will not be counted in the 100 page requirement. That answer has been corrected to say the pages of the Quality and Safety Management Plan will not be counted in the 100 page requirement. Because of the concern that there would not be enough pages allowed to properly reply to the technical proposal, we have increased it from 60 to 100 pages and have determined not to count the responses to sub factor 3 in the 100 page limit. This increase in page limits does not increase the allowable electronic file size of 10MB as per 52.212-1 Instructions to Offerors, D. General Information, 2. Submission, Modification, Revision and Withdrawal of Proposals.

3. The evaluation criteria para 2.3.5 Technical Sub factor 3: Quality and Safety Management Plan, is inconsistent with both the requirement in Section L and the paragraph title. The evaluation criteria state that the sub factor is met when the offeror provides a Safety and Health Plan that will be approved by the Hill AFB Safety Office. So, what is the evaluation criteria, if any, for the Quality portion of the Sub factor 3 requirement?

There is no additional evaluation criteria. As stated in 2.3.5 Technical sub factor 3. The evaluation criteria state that the sub factor is met when the offeror provides a Safety and Health Plan that will be approved by the Hill AFB Safety Office.

3. Question regarding Pg. 40, C.2.d. “The offeror’s process to verify and validate candidate qualifications in accordance with SOW Appendix H and I.” The referenced appendices do not appear to correlate with the SOW appendices. Specifically, the SOW does not contain an Appendix I. Request the Government either correct the language for clarity or provide the missing documentation.

An amended solicitation has been released revising the inaccurate referenced appendices in 52.212-1

Instructions to Offerors and 52.212-2 Evaluation Factors for Award. Please acknowledge this amendment with your proposal per the instructions in the amendment.

Questions and Answers 21 Nov 2016

1. On the standard form cover page, the NAICS code size standard is set at $10M. On page 61 of the

RFP it states the size standard is $11M. We believe the $11M is correct based on the SBA information but wanted to confirm

$11.M is correct.

2. Question regarding quote from the Solicitation :“Technical Sub factor 3: Quality and Safety Management Plan Description: The offeror shall provide an approach to Quality and Safety Management. The proposed approach shall thoroughly substantiate a Safety and Health Plan that meets the minimum requirements outlined in the SOW, Appendix C (see Addenda to 52.212-2, 2.3.5).”

Appendix C is an extensive requirement. Does the Government expect the Contractor to create a brand new Quality and Safety Management Plan based on Appendix C before the proposal due date?

Yes, we expect to evaluate your companies Quality and Safety Management Plan that includes Safety training and reporting. Within your Quality and Safety Management Plan we expect your Plan to include only the specific sections in Appendix C that apply to the operation of staffing the Occupational Medicine Clinic and its function. i.e. pedestrian crossing, PPP. Appendix C in the SOW is a base wide standard for all services and contains many sections that will not pertain to this particular requirement.

We are asking that only the sections you pull be included in your Quality and Safety Management Plan.

The Quality and Safety Management Plan details how the company intends to manage and monitor the quality of its effort to meet the PWS; and how it intends to meet the occupational safety and health requirements of its employees as outlined by the pertinent sections in appendix C and OSHA.

3. Would the Government consider making the Quality and Safety Management Plan a post-award deliverable?

No, it is part of the evaluation criteria

4. Will the Government provide a Quality and Safety Management Plan for the Contractor to implement?

The quality control portion is not outlined in Appendix C, it should be developed based on company methods to ensure quality service to meet the PWS. Your company should have or will need to develop a Quality and Safety Management Plan to fulfill technical sub factor 3.

5. Section L (page 41 of RFP), 3. Part III – Past Performance Information states, “If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past relevant contracts.” Does the government intend for this to apply to all teaming partners and/or subcontractors that have not worked together before or only to joint venture arrangements?

Yes we intend this to apply to both teaming partners/subcontractors that have not worked together before and to joint venture arrangements.

6. On Page 42, Section C.3 Section states: “Provide a list of no more than three (3) of the most relevant contracts performed for Federal agencies and commercial customers within the last three (3) years.”

Section also states: “The evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors/teaming partners that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition.”

Question: If a company has partners with relevant experience either in predecessor companies or as individuals, are those references part of the three mentioned above, or can we provide up to three references per company and/or individual?

We are asking for three previous relevant contracts awarded to the company, if additional partners or individuals are directly related to any of these particular contracts and were part of the award, we ask that you include that information as part of your three contracts. However, partners or individuals should not be referenced outside of one of the three relevant contracts chosen for submittal.

7. Question: What is the current fill rate of your current contractor?

Over our extensive history providing medical services personnel to the DoD for similar or the same type of HCWs stipulated by the RFP, the highest fill rate we have been required to maintain was/is 95%. Since this is a LPTA award, we feel that the 99% fill rate (found on page 41 of the RFP) will result in a higher price than the Government is seeking. We ask for relief regarding the overall minimum fill rate.

No, required fill rate is 99%. How you intend to meet this should be addressed in the Quality and Safety Management Plan.

8. The first sentence regarding the Proposal Instructions for Sub Factor 3: Quality and Safety Management Plan (found on RFP page 41) states “The offeror shall provide an approach to Quality and Safety Management” and then states “the proposed approach [we are assuming this approach alludes to an approach to Quality and Safety Management] shall thoroughly substantiate a Safety and Health Plan that meets the minimum requirements outlined in the SOW, Appendix C”. We feel the majority of the requirements (for example, AIRCRAFT PAINTING & PAINT REMOVAL OPERATIONS: Contractor shall comply with the standards in T.O. 1-1-8, Application and Removal of Organic Coatings, Aerospace and Non-aerospace Equipment, NFPA 33, Spray Application Using Flammable or Combustible Materials, NFPA 70, National Electrical Code, NFPA 91, Exhaust Systems for Air Conveying of Vapors, Gases, Mists, and Noncombustible Particulate Solids, 2004 Edition; NFPA 409, Aircraft Hangars, NFPA 410, Aircraft Maintenance) are not applicable to this procurement.

8a. Firstly, is the Government asking for just for an Offeror’s overall approach to Quality and Safety Management? We do not feel that is the case. If the Government is asking for a Quality Plan, we ask the Government to provide sufficient proposal instructions.

We expect to evaluate your companies Quality and Safety Management Plan that includes Safety training and reporting. Within your Quality and Safety Management Plan we expect your Plan to include only the specific sections in Appendix C that apply to the operation of staffing the Occupational Medicine Clinic and its function. i.e. pedestrian crossing, PPP. Appendix C in the SOW is a base wide standard for all services and contains many sections that will not pertain to this particular requirement.

We are asking that the only the sections you pull be included in your Quality and Safety Management Plan.

In section 24.0 of the SOW pages 40 & 41, these reports are required of the awarded contractor only in performance of the contract. 24.1.7 Safety Plan & 24.1.8 Quality Control Plan should not be confused with the requirement in technical sub factor 3 which is required for evaluation and award. 24.1.7 Safety Plan & 24.1.8 Quality Control Plan may contain a lot of the same information as the Quality and Safety Management Plan but they are separate requirements only required of the awarded contractor after award.

8b. Secondly, we ask the Government to remove the requirements for a Health & Safety Plan or greatly reduce the requirements as spelled out in Appendix C.

Appendix C can be used as a template, as the 75 ABW generated it. You only need to address the areas that apply to this solicitation.

9. The Price Proposal instructions state “The amount must equal the whole dollar unit price multiplied by the number of units.” Does this mean all prices should be rounded to the nearest dollar? Should our hourly rates exclude any change?

No, price can be dollars and cents.

10. Is there a requirement to provide back-up personnel for scheduled and unscheduled absences? The amount of 1880 hours leads us to believe there is not.

It is expected that temporary employees providing backfill for scheduled or unscheduled absences of permanent staff member exceeding 80 consecutive hours. The contract 1880hrs will be used.

11. Will unscheduled and scheduled absences count against the 99% fill rate? Or will this apply to positions where there is no HCW in the position?

Unscheduled and scheduled absences will not count against the 99% fill rate. Only vacant HCW positions will count against the 99% fill rate.

12. Are all the positions currently filled? Are any of the positions new?

Yes, except one LPN and a new requirement for a 2nd Physician Assistant.

13. Do you want our approach to providing a Safety and Health Plan or do you want the actual plan?

The actual plan

14. In the event you want an actual plan that meets the requirements of Appendix C, please be aware that a comprehensive plan that addresses all the requirements in Appendix C would run to over 100 pages.

The pages of the Quality and Safety Management Plan will not be counted in the 100 page requirement.

15. Would those pages be included in the page limitations?

No