QUESTION_and_ANSWERS_1029.docx

QUESTION/ANSWERS FOR HSCG23-15-R-P1C001

ACCREDITATION SURVEYS

1. The solicitation and PWS identifies surveyors as key personnel, whom cannot be removed or replaced until the Contracting Officer approves the change. Our organization employs approximately 50 ambulatory surveyors in full and part-time positions. Please confirm that the successful contractor must notify the Contracting Officer every time there is turnover in ambulatory care survey staff.

ANSWER: Yes the USCG will need to have full visibility on the survey staff who will be providing services to the USCG clinics. The USCG will require this information at least 30 days prior to each survey.

2. The solicitation requests inclusion of a Small Business Contracting Plan. Our organization does not subcontract its accreditation services. Will the Coast Guard still require the inclusion of a Small Business Contracting Plan?

ANSWER: Yes, if there are subcontracting possibilities then a plan should be provided with your proposal. If there are no subcontracting possibilities, then state it in your proposal.

3. The PWS describes a requirement to prevent “lapse in accreditation” for centers. How many organizations are due for survey in early January, February, March, 2015?

ANSWER: The USCG does not have any clinic scheduled for accreditation in either of those months. The first accreditation due is in April of 2015.

4. Please provide annual patient visits’ volume for each USCG facility, differentiated by the types of services at each clinic.

ANSWER: Please see attached table for medical/dental appointments. Services can vary based on availability. Most clinics have laboratory services. Some have pharmacies with in-house pharmacists while others have pharmacist oversight but are run by a corpsman.

5. We note that one USCG facility provides overnight care. Please confirm that the services provided do not include any anesthesia-related services, and that those services would be classified as “short-stay”, or “observation”.

ANSWER: The USCG does not provide any anesthesia services except local and limited anesthesia in dental practices. All members staying within the overnight care facility has either been discharged from a civilian outpatient facility following a procedure and is classified as “short-stay” or “observation” or requires separation from the general barracks population due to an illness or injury and is also classified as “short-stay” or “observation”.

6. Page 3 & 5 refers to annual training. Please provide more details on the training requested. Will this be face-to-face, a webinar, group program, or some other form of training?

ANSWER: Training requested will be dependent on deficiencies noted as well as how to undergo a successful survey. These can be provided via a webinar or group (face-to-face) program; however, it is contingent on the travel allowances for each fiscal year. The base year (FY15) will be a webinar year. See also answers to #24 and #25.

7. Page 9, provision requires that the contractor provide personnel trained and experienced in conducting USCG surveys. Would the USCG be willing to modify this provision, since this offeror has experience in providing ambulatory surveys to other branches of government, such as HRSA (Bureau of Primary Care), the VA, Navy, Army and Bureau of Prisons?

ANSWER: No, the USCG cannot alter this requirement as the resources available to the HRSA, VA, DoD and Bureau of Prisons are different than those available to the USCG.

8. Our organization is capable of providing certification in the area of Primary Care Medical Home. Would the USCG be interested in the inclusion of this certification in the response?

ANSWER: The USCG is not interested in the inclusion of a specialized certification at this time.

9. The solicitation requires the inclusion of pricing on the included Excel spreadsheets. Will the USCG accept additional information to be appended to the submitted pricing?

ANSWER: Yes, additional information will be reviewed.

10. When will a decision and award notification be rendered?

ANSWER: Contract start is anticipated to be January 2015. Award notification is anticipated December 2014.

11. Will the USCG consider extending the deadline, so we may redirect our response to the answers of these questions?

ANSWER: Not at this time.

12. Has a contractor performed similar work to this for the government in the past?

ANSWER: YES

If available, please provide the incumbent contract number.

ANSWER: HSCG23-12-C-PMG001

13. What is the Contractor Name?

ANSWER: AAAHC

14. What is the Contract Number?

ANSWER: See above

15. When was the contract awarded?

ANSWER: December 2009

16. When does the contract expire?

ANSWER: December 2014

17. What are the contract Period of Performance terms? (i.e. base and 4 one-year options, etc.)

ANSWER: Base with four one year options

18. What type of Contract was awarded (Firm Fixed Price, ID/IQ, etc.)

ANSWER: Firm fixed price

19. How was the contract awarded (Full & Open, HubZone set-aside, Small Business Set-aside, Sole Source, etc.)

ANSWER: Full and open

20. What is the current contract value or ceiling?

ANSWER: The contract award amount was $533,273.00

21. Due to the survey schedule each year all 35 clinics will be required to receive a copy of the Handbook. Our organization plans to submit each unit price to include the survey fee and application fee. Our organization would like to propose an additional CLIN for 35 Handbooks for each year of the contract. Option 1 - would you like to revise the spreadsheet to include this additional CLIN, total of 35 Handbooks per year?

OR

Option #2 - would you like us to provide free electronic copies (PDF) of the Handbook to all clinics and only mail a paper copy of the Handbook for clinics that are scheduled for the given year?

IF option 2 is acceptable for the USCG no change is needed for the spreadsheet

ANSWER: Option 2 is acceptable to the USCG.

22. CLIN 00008 for final accreditation decision report/certificate should include 6 QTY items since training CLINS 00007 and 00008 will not generate a report and/or certificate. *This should be updated for all option years

ANSWER: Thank you for the notification. This information has been updated on the spreadsheet.

23. CLIN 40003, Option year 2019- name of the clinic is missing. Our organization understands that Kodiak, Rackmore Clinic should be listed, pls confirm.

ANSWER: That is correct, the clinic is Kodiak, Rockmore-King Clinic

24. Training via webcast – should the unit price be based on 35 attendees, web services, presenters etc?

ANSWER: (3) Trainings per year via webcast or one training in person. See also answer to #6 and #25.

25. Annual classroom training (Optional CLIN) – should the cost be based on 35 attendees & presenters only? Should our organization include potential travel cost for presenters, hotel/space, AV, accommodation for attendees and presenters?

ANSWER: The annual classroom training cost should be based on 35 attendees and presenters to include potential travel cost for presenters, hotel/space, AV, materials and accommodation for the presenters. Accommodations for the attendees will be handled by the USCG.