Questions_and_Answers.pdf

ATTACHMENT 3: QUESTION AND ANSWER TEMPLATE

ICE RFP HSCEMD-17-R-00001

Solicitation - Comments, Questions and Answers

Paragraph Reference / Other

(Sample. Para 5.1) Industry Questions Government Response

1 PWS 1.5 Contract Administrator

With this being a small business set-aside, most small businesses do not have a position like this dedicated. Will the Government accept the CFO, CEO, or other Executive Management oversight?

See updates to the SOW

2 PWS 1.6 C Will the contractor have access to the list in time for the 7 day deadline to be met?

The contractor conducts the selections of our Random Test pool. An updated TDP list is provided every quarter.

3 PWS 1.9 At which point in the process does the Government want the CCF? After collection, or after the final receipt at the HHS certified laboratory?

See updates to the SOW

4 PWS 1.16 F Please further describe the venue and the supplies/equipment provided by hotel

See updates to the SOW

5 PWS 1.16 F Will the hotel restrooms meet the requirements for HHS drug testing locations?

Yes

6 PWS 2.1 A Please further describe or clarify “web-based data file”

This is referring to the file created by HRBE (Government System).

7 PWS 2.2 A Are EKG’s required on all persons performing physical fitness tests?

Yes

8 PWS 2.3 A 3 iv Is Ishihara and acceptable alternative to the HRR color vision test? HRR is not nearly as available as Ishihara and could impact the number of clinics available to candidates around the country. We suggest “HRR Preferred, but Ishihara is acceptable”

No, HRR is stated in the new Medical Standards that are currently being created by ICE.

9 PWS 2.3 A 3 iv Does the Government have a preferred format or language for the “type written medical opinion”

No preferred format. Must be legible.

10 General The links to the PFT videos provided do not appear to work

The link to the video has been removed.

See updates to the SOW.

11 Pricing sheet We assume the following from the first 3 CLINs 4,000 drug test collection only 3,000 physical exams with drug test collection but without PFT 23,000 physical exams including drug test collection and PFT Is this assumption correct?

No. Each test is separately priced.

12 Pricing sheet How accurate are the estimated numbers in the pricing sheet for each CLIN? Are there historical numbers the Government can share?

These numbers are inflated due to the potential increase in ICE hiring 10,000 agents over the coming years.

HISTORICAL DATA – Regular Process Pre-employment medical exams (April 2015

– July 2016) - 1,247 Pre-employment drug testing (April 2015 – July 2016) - 1,755 Pre-employment fitness testing (April 2015

– July 2016) - 1,310 Random drug tests (FY 16) – 1,608 Independent Medical Exams (FY 16) – 5

HISTORICAL DATA -

ONE-STOP MOBILE HIRING EVENTS

With fitness testing Feb 19 - Mar 4, 2016.Phoenix - 224 February 22-26, 2016 Dallas- 225 March 07-11, 2016 Tampa -145 March 14-18,2016 Los Angeles – 249 March 21-25, 2016 New York – 207 Without fitness testing June 10-13, 2016 San Antonio - 111 June 15-19, 2016 Las Vegas - 150 June 21-24, 2016 Atlanta - 105

13 2.4 A 5 and 6 Can the Government please clarify the difference in the letters required in the two paragraphs?

See updated List of Appendices

14 3.2 Ancillary medical tests

How will the contractor be reimbursed for these tests since there is no way of knowing when, or if, any of them will be needed? Some, stress tests for example, have significant pricing impact.

See updates to the SOW, See updates to the Pricing Exhibit.

15 PWS 4.5.A.3 Paragraph 2 states “when the 2 hour period begins and ends” But paragraph 3 references “3 hours” Can you please clarify?

See updates to the SOW

16 Medical Standards There are various objective findings in the standards, (for example the FVC, FVC1, hemoglobin, hematocrit, etc), but none of the tests that give those findings are included in the initial exam. Are we to assume the initial exam would be based upon patient history and then the subsequent testing performed to determine ultimate qualification for the position?

Additional testing is an option depending on history or program requirements. Pricing is requested in order for the Gov't to make an informed decision on adding tests to the examination protocol.

17 General How many Government employees will require access to our system and at what levels? I.e. Read-only, make appointments, run reports, order examinations, etc. Please answer for both “required” as well as “preferred” functionalities of the web portal

Request access for up to 8 personnel.

Required - ability for all 8 to access and download ICE medical case files Required - ability for all 8 to access and download ICE drug test results (if available) Preferred - 4 personnel have the ability to run ICE case file specific reports.

18 PWS page 14, Section

2.3; i.v.

In the draft PWS ICE requests the Hardy, Rand, Rittler color vision test be used as part of the physical exam but in the DOJ medial standards document that is part of the sources sought document files - Ishihara Plates and listed (documents attached), would ICE be able to clarify which color vision test is acceptable, or, if either one can be utilized as part of the physical exam? Typically while the HRR is preferred, Ishihara plates can be utilized with deficiencies requiring further functional tests.

The Hardy, Rand and Rittler vision test.

The HRR is specified in the new Medical Standards that are currently being created by ICE.

19 Appendix F What level medical professional (i.e.

Physical Therapist, or MD/DO, and/or NP etc…) is acceptable for administering the Physical Fitness Test?

There is no requirement that the person administering the fitness test have advanced medical training.

20 Section C FAR 52.216-

19 ORDER

LIMITATIONS (OCT

1995), Page 20

Does this require the contractor to have a credit line up to 20,000,000.00? Is there a performance or surety bond requirement?

No

21 Section C Sub-Factor 2 Communications Plan, Currently there is no requirement for an offeror to describe their process for communication with the Employee/Candidate. What are the candidate communication requirements?

All candidate communication requirements are stated in the PWS.

22 Section C Sub-Factor 2 Clinic Service Provider Network, Page 45

What are the credentialing requirements of the Provider Network? What credentials are required to perform the Specialty Consult providers? For example, forensic

Neither of these items is stated in the requirement.

23 Section C, Price Proposal, Page 49

It is anticipated that the transition period will require a large amount of resources and time. Will the government consider a separate CLIN for transition?

No

24 PWS General What is the expected transition period?

What is required during transition?

There is no requirement for a transition.

25 PWS 1.5 PERSONNEL

REQUIREMENTS

Reviewing Physician, Can any physician perform as a Reviewing Physician? Do they have to be Board Certified? Are they required to have experience in making medical determinations for law enforcement officers, If so how much experience.

The requirements for the Reviewing Physician are as stated in the PWS.

26 PWS 1.5 PERSONNEL

REQUIREMENTS,

Does the exam need to be performed by a Physician?

It is unclear what exam is being questioned.

27 PWS 1.9 Contractor’s Customer Access Portal, Does the Customer Access Portal require Section 508 Compliance?

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C.

794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194.

The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

Still researching..

28 PWS 1.9 Contractor’s Customer Access Portal, Is there a requirement for an Employee/Candidate access system for online scheduling? If yes, does it also require Section 508 Compliance?

No

29 PWS 1.12 Billing, Page

How will the contractor demonstrate they have the billing systems and processes in place to ensure proper invoicing?

This is not stated in our requirement.

30 PWS 2.2. Pre- Employment Physical Fitness Tests (PFT), There is a 16 inch high step required to perform the step test, will the government provide this or will the contractor need to procure this for each facility?

The contractor will provide this.

31 Appendix B, PDF page

The scan of the Individual Occupational Requirements for GS-1896 Border Patrol Agent appears incomplete. Please provide the complete Standards.

This section has been removed. This contract will not cover Border Patrol Agents.

32 Attachment 1 – PWS, Section 3.1 (pg. 17)

The draft RFP states: “Once the contractor has submitted the authorizations for release of medical documentation and received copies of past medical treatment records for treatment of the medical condition creating a concern about the employee’s ability to safely and effectively do their job, the contractor will notify the agency of that fact and confirm that the agency is ready for the contractor to schedule an appointment for the type of medical examination specified by the government.” What does the government consider a reasonable amount of time for the contractor to wait for the medical treatment records?

30 days or the interval noted by the healthcare provider’s office.

33 Section C, Solicitation Provisions, FAR 52.212-1, Proposal Submission Requirements, Item 2 (page 44)

The draft RFP states that the electronic submission consists of three items and does not include the past performance proposal identified later in the section.

Please clarify the components of the total proposal submission.

See updated Proposal Submission Requirements.

34 Section C, Solicitation Provisions, FAR 52.212-1, Proposal Submission Requirements, Item 4, Page Limitation (page 44)

The draft RFP states that the page limit for the technical proposal is forty (40) pages and that the “Cover page, table of contents, general tables and graphs count toward the page limit.” Request that the cover page and table of contents be excluded from the page count as these are informational pages and do not contain response content for evaluation.

The Government feels that 40 pages are sufficient to include informational pages.

35 Section C, Solicitation Provisions, FAR 52.212-1, Proposal Submission Requirements, Past Performance (page 47)

It is our assumption that past performance from both the prime and the proposed subcontractor(s) are acceptable. Is this assumption correct? If not, please clarify.

Yes