HECSA and HQ EMS Questions and Answers (Final).docx

Q1- Is there an incumbent for this requirement? If so, can the Government please confirm the incumbent contractor and contract number?

A1 - There is no incumbent contractor, this is a new requirement.

Q2 - If there is an incumbent, can the Government confirm the current HCP types provided, the number of FTEs by labor category, and if there are any current vacancies?

A2 - There is no incumbent contractor, this is a new requirement.

Q3 - Can the Government please confirm the population size these services are provided to?

A3 – HECSA typically has up to 1,500 personnel and HQUSACE has up to 700 personnel. The numbers assume normal operations.

Q4 - Are all services provided to civil servants or are there contractors that services will be applicable to as well?

A4 - EMERGENCY MEDICAL SERVICE is provided on an emergency incident basis to everyone on HECSA and at our GAO location. If someone needs emergency medical assistance, and it is at one of our locations it is provided. All clinical operations are for Federal employees only.

Q5 - Can the Government please provide a layout of the two medical areas identified in 1.2 (a).

A5 - Each area has at least one exam room (HECSA has 3), one office, and one waiting area.

Q6 - Can the Government confirm historical or expected usage of vaccine types and quantities?

A6 - No, the requirement changes annually.

Q7 - Can the Government please clarify the current AED quantities, the models in use today, and their current expiration dates for replacement/maintenance?

A7 - That information is in the PWS. Wear out dates are five years from 2020 - when they were purchased new. There is no maintenance interval, they are disposable units, they fail the monthly test they are replaced.

Q8 - Can the Government please confirm the quantity of attendees for quarterly CPR/AED certification training?

A8 - As indicated on the PWS, these certifications classes are held on a PRN or as needed basis every quarter. There are no numbers on attendance at these have been conducted by third parties for a flat rate. There could be 5, a max of 15, or none, it all depends on demand.

Q9 - PWS 2(a) identifies short term prescription requirements. Is the intention to refer personnel to their primary care physician after initial assessment?

A9 - EMS personnel cannot diagnose any illnesses, this entry is for the PARAMEDIC, upon request, to assist an employee with taking a prescription that has been already prescribed and supplied by their PCP.

Q10 - Can the Government clarify quantity and types of prescriptions historically or expected to be issued?

A10 - N/A

Q11 - PWS 2(b) identifies provision of treatments prescribed by a personal physician. It is unclear as to the intention of this requirement; can the Government please clarify? Are personnel to have treatment regimens suggested by their primary care physician but carried out by contractor HCPs? Can the Government clarify the types and quantities of services historically or projected to be provided in this capacity?

A11 - Restated: this entry is for the PARAMEDIC, upon request, to assist an employee with taking a prescription that has been already prescribed and supplied by their PCP. For example, if someone needed assistance taking a breathing treatment for a non-critical asthma situation, they would upon request assist that patient in administration.

Q12 - PWS 2(f) identifies Health Screening requirements. Are these based on protocol examination? Or are these annual/biannual physicals?

A12 - Pre-employment physicals, when and if needed. As of now there is no active requirement. However, we want that option there should the need arise.

Q13 - Can the Government provide any historical data or information regarding the quantities of such screenings provided?

A13 – Typically, there are approximately 30 screenings for cholesterol per year and there is the possibility of a need of up to 10 physicals per year.

Q14 - PWS 2.5.1 identifies key personnel. Can the Government please confirm the desired quantity (FTEs) of personnel to operate this contract by labor category and by location?

A14 – See question and answer 16 below. The other labor categories are up to the offeror to determine based on best practices and their own internal operations. The offer must show

Q15 - Can the Government please confirm how many EMS vehicles are desired as part of this requirement?

A15 - One primary, one back up or available comparable fully equipped substitute EMS MV should the primary become inoperable or unserviceable. One (1) non-transport EMS vehicle is to always be on station during the outlined operational/duty hours at the HECSA location with no laps in coverage.

Q16 - Can the Government please confirm how many EMS personnel/paramedics are desired as part of this requirement?

A16 - As indicated in the PWS, one PARAMEDIC at each site.

Q17 - PWS 3.1.1 identifies equipment requirements. Can the Government please clarify the equipment the non-transport EMS vehicle requires for performance of this contract?

A17 - Those are requirements of the local, state, and regional EMS authorities. It is the contractor’s responsibility to know and fill those particular requirements for each class of EMS vehicle they are licensed for and operate.

Q18 - PWS 3.1.1 (a) speaks to maintenance of support vehicles (plural). Can the Government clarify what type and how many vehicles are desired?

A18 - One - a primary and one readily available should the primary become inoperable at any time. The key is the contractor must have a functional EMS vehicle on site, ready to respond to an emergency during the outlined operational/duty hours. How a contractor maintains this requirement is up to them, for example, having a vehicle out of service for 2 weeks because a transmission is out is unacceptable under this contract. An operational EMS provider would have access to substitute EMS vehicles for long- and short-term replacement of their primary to maintain this requirement.

Q19 - PWS 3.1.1 (d) and (e) identify needs for supplies and medications. Can the Government please provide historical or expected information on supply usage?

A19 - Those are requirements of the local, state, and regional EMS authorities. It is the contractor’s responsibility to know and fill those particular requirements that speak to their license and regional medical directors’ requirements.

Q20 - The PWS has two different areas where it talks about “travel” which appear to contradict each other (2.3.3 and 2.10). Can the government clarify if travel is required for this contract? If travel is required, can the Government clarify the frequency, destination, length, and purpose of such travel?

A20 - Travel requirement, if any, are outlined in the PWS as examples such as Organization Day (“Org Day”). If there is a HECSA (only) function that requires having medical support stand-by we would request one additional PARAMEDIC for standby for that event and compensation for that one day of service would be satisfied by the government.

Q21 - 2.5.1d references the EMS/Clinical Field Supervisor experience. Can the Government please clarify if 3 or 5 years’ of experience is required?

A21 - FIVE

Q22 - Referencing instructions to offerors, price. Is there a specific format/file that the Government would like us to utilize?

A22 - Pricing should be submitted separately as an Excel spreadsheet and may be included within the proposal as well. The Government is open to a contractor proposed alternative CLIN structure.

Q23 - Referencing instructions to offerors, price there is a reference to BPA Calls. Is this requirement a FFP requirement or is this in IDIQ/BPA for services? If the latter, what services does the Government desire us to price as an IDIQ/Call service versus being part of the core FFP portion?

A23 - This is a Firm Fixed Price requirement for services.

Q24 - Instructions to offerors, technical capability, (i), asks for agreements, certifications, training, licenses, background checks, etc. There are some very specific requirements cited here which we are most commonly seen as a requirement for contract start-up but not at the time of proposal submission. Will the Government consider revising this to identify our plans to obtain all of this by PoP start or must it all be submitted with the proposal?

A25 - All this information must be submitted along with the proposal. The Government has determined that allowing this information to arrive after proposals are received but before award is made creates unacceptable risk. Proof of contractor qualifications is required. The Government wants to see documents to ensure personnel proposed will meet the requirements of the anticipated contract.

Q25 - Instructions to offerors, technical capability, (ii), asks for support agreements. Can the Government please confirm what they mean by “endorsed” or “certified” support agreements?

A25 - All agreements for care need to be endorsed and or certified (APPROVED IN WRITING) by the regional (EMS) medical authority/director.

Q26 - Can the Government also clarify how these tie in to the PWS as it is unclear as to their need.

A26 - The government is required to ensure that the contractor’s operations and standard of patient care are inline, licensed, and approved by the both regional medical director(s) and EMS authorities that they would operating in for this contract. And that the medical staff do not operate outside or above the standard of approve care for the respective regions our two sites are located in.

Q27 - Is there a fee-for-service or referral program that this would be needed for?

A27 - It is noted that the PWS identifies the EMS vehicle as “non transport”. The PARAMEDIC would not leave the contracted sites under any circumstances. They do not accompany a patient to the hospital. This question is a bit unclear as to the “fee for service”, if the question is “can they bill the patient for care” – no.

Q28 - Instructions to offerors, technical capability, (iii), asks for licensing to provide EMS services. There are some very specific requirements cited here which we are most commonly seen as a requirement for contract start-up but not at the time of proposal submission. Will the Government consider revising this to identify our plans to obtain all of this by PoP start or must it all be submitted with the proposal?

A28 - Not acceptable; supplying current local EMS agency licensing, and Regional medical authority endorsements to provide care are required prior to consideration.

Q29 - Instructions to offerors, technical capability, (v), asks for photographic evidence that all equipment, medicines, and EMS vehicle are currently available. Recommend revision to require proof of capability as no contractor can stock an additional EMS vehicle and equipment prior to a contract award.

A29 - That is not accurate. A fully operational EMS agency would have these “in stock” (available) to support state requirements for available back up vehicles to support their emergency services. Regardless of that, we require it.

Q30 - Instructions to offerors, technical capability, (vi), asks for a certified Biohazard disposal plan. Can the Government please clarify what makes a plan “certified”?

A30 - We require that the contractor is required to have a Biohazard Waste Management Plan serviced by a state licensed and (local or federal) EPA certified Biohazard waste management company.

Q31 - Can the Government please confirm they are asking for resumes and credentials of all staff required in performance of this requirement at time of proposal submission?

A31 - No resumes are required; however it is preferred to see them with the proposal submission. The Government requires current PARAMEDIC licenses of all assigned employees, the EMS agency’s license to operate by the office of emergency medical services in both locations, and the endorsed (signed/approved) agreements and licenses of the Medical Director/M.D.’s that authorize the EMS agency to render ALS level care.

Q32 - Due to the large amount of information requested as part of this Q&A which would be required to submit a complete and compliant proposal that properly incorporates all costs and services, will the Government consider extending this proposal deadline.

A32 - No, we are unable to extend the solicitation period due to the need to begin these required services.