QA_-_Attachment_6.pdf

# Reference Question Answer 1 Solicitation Instructions, Page Limitations - p.56 In the solicitation instructions document and overall ID/IQ PWS, it says that Volume II –

Transition is limited to 5 pages. Is this 5 pages for each section response (5 for the ID/IQ transition; 5 for the Task Order transition) or is this 5 in total?

5 pages in total.

2 Solicitation Instructions, Page Limitations - p.56 Similarly, the Past Performance is given 5 pages – is this per reference or total? 5 pages in total.

3 Solicitation Instructions and ID/IQ PWS How many awards does the Government expect to make? Single award.

4 Solicitation Instructions and ID/IQ PWS Does the key personnel and other resources listed represent what the government expects to require for each individual clinical workflow effort?

No. The anticipated needs of each workflow are different, and will be discussed on a case-by-case basis in each task order.

5 Solicitation, Personnel - p.37 Can the Key Physician position be filled with a well-qualified Nurse, or LPN No. The day-to-day clinical knowledge needed to successfully complete the work requires a physician.

6 Solicitation Instructions and ID/IQ PWS Must the follow-on training for implementation all be classroom or are they open to other mediums

There must be the ability for classroom and over the shoulder training, though other mediums may be appropriate on a case-by-case. Each task order will address each training requirement. Task orders will address each training requirement.

7 Solicitation Instructions and ID/IQ PWS On average, how many individuals does the Government expect would be trained for the typical workflow

We normally train abouut 1800 personnel per year. This does not include "training the trainers," "remote training" and "asynchronous training.

When training, the primary workflow trained is not the only workflow trained -- to add value to the trip, often multiple workflows are trained simultaneously. Task orders will address each training requirement.

8 Page 46:

Section 5.5.2 The Solicitation is “estimating that there will be 160 trips per year”. This appears to be a lot more than the current level of effort.

Can the Government confirm that is the correct number?

Historically there have been approximately 90 trips per year. The government estimates up to 160 trips per year for this requirement. This will allow for training "surges" if needed (i.e. ICD10 roll-out).

9 Page 53 & 54 (o) The proposal shall be submitted via email and ONLY electronic submission will be accepted.

(t) Instructions Complete Response: Offerors must submit hard copies of proposals.

Can the Government clarify if the proposal submission is electronic or hard copy?

Electronic submission only. Corrected, see Amendment 0001

10 Page 55 (t) (2) (iii) The first sentence states, “a minimum of ½” right and left margins” and mid-paragraph states, “Use 1 inch margins on the top and bottom and ¾ inch side margins”

Can the Government clarify the correct side margin for the proposal document? 3/4 inch side margins. Corrected, see Amendment 0001

Q&A Amendment #0001 - RFP HT0011-15-R-0034 - Defense Health Agency, Tri-Service Workflow Services

11 Page 56 & 57 (z ) Sample Task Order: (1) Section 1: Technical Approach addressing ID/IQ PWS, subsection (ii) and

Section 2: Sample Task Order (Sustainment) Technical Approach, subsection (i) are both requesting the same information from the Offeror on 40 fields of Sustainment (Ref PWS 5.2.1.5).

Can the Government confirm that this information is expected in both places? Yes, the Government would like that information in both places. The information at the ID/IQ level is overarching (encompassing sustainment of legacy and new workflows). The offeror should address the Sample Task Order (Sustainment) at a granular level.

12 Page 57:

(z ) Sample Task Order: Section 3: Sample Task Order (Musculoskeletal Medicine Workflow)

Technical Approach: Subsection (i).

Does the Contracting Office require the Offeror to create a detailed AIM Workflow for a Sports Medicine / Musculoskeletal Medicine Workflow as part of the Offeror’s response?

It is not required, however offerors are given latitude to submit technical proposals as they see fit.

13 Page 67

EVALUATION FACTOR FOR AWARD

Will the Source Selection Evaluation Board (SSEB) be reviewing technical submissions by all Offerors as anonymous submissions (i.e., without the Offerors identified)?

No

14 “The proposal shall be submitted via email and ONLY electronic submission will be accepted.”

on page 3 of the solicitation.

And

“Offerors must submit hard copies of proposals.

The proposal shall be divided into separate volumes and provided with the number of copies specified below. “ on page 54.

Please clarify. Electronic submission only. Corrected, see Amendment 0001

15 Page 53, (o) & Page 54 (t) On page 53, the RFP states that the proposal “shall be submitted via email and ONLY electronic submission will accepted” and on page 54, the RFP states “offerors must submit hard copies of proposals.”

Which is the correct instruction? Electronic submission only. Corrected, see Amendment 0001

16 On page 53, the RFP states a requirement for “Representations and Certifications: The offeror must complete and submit the required Representations and Certifications.”

Which volume should these be placed in? Reps and Certs should be submitted seperately and will not be counted against any page count.

17 Page 46 & Pricing Sheet (B) Is the $7,500 ODC the Government’s plug number for all ODCs including travel, or does the Government want the Offeror to cost out the 160 estimated trips?

The $7,500 is for miscellaneous supplies/equiment needed at the contract level. ODC's for travel will be included with each task order as needed.

18 1. Addendum to 52.212-1, (t), p. 54 PWS:

Proposal Preparation states: “…Each hard-copy volume must be separate with the Offeror’s name, solicitation number, and volume number…” There is no statement for how many copies are needed.

Additionally, this statement contradicts statement from Addendum 52.212-1, (o), p.53 PWS : “The proposal shall be submitted via email and ONLY electronic submission will be accepted.”

My question is, is this a purely electronic submission or does it require hard copies? If hard copies are required, how many copies?

Electronic submission only. Corrected, see Amendment 0001

19 Addendum to 52.212-1, (2) (Subfactor 1B):

Staffing Approach, p. 57 states the following:

“(i) The Offeror shall describe how it proposes to organize, plan, report, prioritize, schedule work and exercise project control. At a minimum, this description should address the following elements:” This statement does not appear to belong under this Subfactor and it is incomplete as there is nothing listed after the “:”

Should this statement be removed from the document or does it belong in another section? If it belongs in another section, how should the statement be completed?

Corrected, see Amendment 0001

20 RFP: PWS 1.6.11 Personnel - p.38 In order to ensure a fair competition between all Offerors, increase the number of possible respondents, and provide more choices to the government, would the government consider reducing specific personnel requirements that seem to target specific individual’s qualifications, such as those indicated for the Training Manager position (i.e., 3 years’ experience using AHLTA in a clinical setting and have experience in a training role, in addition to experience as medical support staff, ideally in a JTF CapMed facility)?

See Amendment 0001 for corrected verbiage

21 RFP: PWS 1.6.11 Personnel - Training Manager (Key Personnel) Description - p.38 “All training managers must be appointed by the contractor after COR approval.”

Would the government please provide clarification regarding when the initial COR approval of Training Managers should occur, since earlier on page 17 of 84 the addendum to 52.212- 4-(0002),(4) states that No Key Personnel can be replaced without written authorization from the CO.” Does COR approval of Training Managers need to occur prior to proposal submission on 1/19/2015?

See Amendment 0001 for corrected verbiage

22 RFP: 5.3 Training/Implementation - p.46 “5.3 Training/Implementation: The contractor shall sustain workflows with associated sustained training – via recorded Direct Contract Online (DCO), videos, and/or prepared briefs to clinical system trainers.”

Would the government please provide clarification regarding whether there is a new collaboration tool that the government would like to use to record videos and perform online training, since Defense Connect Online (DCO) has been sunset?

See amendment 0001 for corrected verbiage

23 RFP: 6.1 Information Assurance & 6.2 Enterprise Architecture - pg.47 “All requiring activities must check the Joint Medical Information System (JMIS) website for standard Information

Assurance language. If the standard contract language applies, incorporate it within paragraph

6.2 of this task order. Please refer to the following website:

http://www.health.mil/MHSCIO/programs_produ cts/jmis/JMIS_Contract_Language/JMIS_IA_Con tract_Language/JMIS_IA_Standard_Language.asp x” and “All requiring activities must check the JMIS website for standard EA language. If the standard contract language applies, incorporate it within paragraph 6.3 of this task order. Please refer to the followingweb site:

http://www.health.mil/MHSCIO/programs_produ cts/jmis/JMIS Contract Language/JMIS EA CO

Would the government please provide the current source and links for the standard IA and EA language? The links provided return an error.

For internal use "Only" (verbiage has been removed). See amendment 0001.

24 RFP: Proposal Preparation - Instructions Complete Response - pg.55 “(iv) A page shall be an 8 ½ X 11” sheet of paper with minimum of ½” right and left margins). Proposals should not exceed font size of twelve (12”) inches and minimum of ten

(10) inches. If both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the offeror but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8

½ X 11” sheet of paper. Use at least 1 inch margins on the top and bottom and 3/4 inch side margins. The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.”

Would the government please clarify if ½” or ¾” side margins are required for the response? Would the government also consider updating the size requirements to not exceed font size of twelve (12) pts and minimum of ten (10) pts?

3/4 inch side margins. Corrected, see Amendment 0001

25 RFP: (aa) Volume II Transition-In (Factor 2) -pg.59

The instructions only list a transition-in for the IDIQ and Sustainment Task Order. Would the government please confirm that a transition-in is not required for the Musculoskeletal Sample Task Order?

A transition-in for the musculoskeletal task order would not be necessary, as this task order is for new development.

26 RFP: 52.212-2(g) - NON-PRICE EVALUATION FACTORS & SUB-FACTORS, Evaluation Factor for Award – Volume I. Technical (Factor 1) -pg.67

Given that the stated scope of work includes activity in support of the new EHR solution, which is a commercial healthcare product, would the government consider adding the following Technical evaluation factor:

“(iv) The offeror demonstrates realistic and sound knowledge and experience deploying Commercial EHR COTS solutions on a large scale (user base > 5000)”?

The offeror does not need experience in deployig commercial EHRs.

27 Attachment 1: Task Order 1 (Sustainment) Page 3

- Pilot site table

The table lists examples of pilot sites and gives 3 days as the previous amount of time spent on site for each. However, HT0011-15-R-0034, page 35 includes a table with the same pilot sites (plus three additional Army sites) and notes 4 days as the previous amount of time spent at each. Would the government please provide clarification regarding which representative pilot site list and duration is accurate?

All tables are estimates of the pilot sites for informational purposes only.

Each task order will specifically address pilot sites.

28 Attachment 1: Task Order 1 (Sustainment) Attachment 1: Task Order 1 (Sustainment), 1.6.1 -

pg. 5 “Key Personnel: The follow personnel are considered key personnel by the government: 2

Lead Trainers, and 2 Program Managers.”

The government specifies 2 lead trainers and 2 program managers, however in the RFP section 1.6.11 (Page 37), the government specifies hours for only 1 lead trainer and 1 program manager. Would the government please provide clarification regarding the number of resources and hours required?

See amendment 0001 for corrected verbiage

29 Attachment 1: Task Order 1 (Sustainment), Part 5 (Specific Tasks), 5.1.3 Page 12 “The contractor shall provide a high-level process diagram. This will be used to govern workflow requirements, as well as anticipate and prioritize functional workflow needs based on data. Success will be measured by the acceptance of the high-level process diagram to the COR within 30 days of the task initiation award. This diagram shall be updated on a quarterly basis or as directed by the

COR.”

Is there a specific or legacy format that this high-level process diagram and other process diagrams must be created within?

No. The format is contingent on the process diagram being conveyed, and the work being done.

30 Attachment 3: Pricing Sheet Labor Cat Base/Option Tabs

The government requests the unburdened hourly rate in the spreadsheet. In alignment with a fix price proposal, will the government please remove this requirement as the unburdened hourly rate would be tied to a cost plus proposal buildup?

The government is asking for the unburdened rate (direct labor rates) to ensure the offeror proposes adequate personnel. We are not asking for the build-up to the fully burdeoned rate (overhead and profit etc.)

31 Attachment 3: Pricing Sheet In order to present the best value solution to the government, would the government allow additional relevant labor categories to be added?

No, additional labor categories will not be accepted.