Att 15 - DAD-MA PSP FOR MTFs Q and A List Final.pdf

Question # REFERENCE (e.g. PWS, RFI, PARA #, PG #) QUESTION(S)/COMMENT(S) PS-CD PM GOVERNMENT ANSWERS

1 Incumbent Contractor Info Is there an incumbent contract or contractors associated to the requirement.

X HT001121F0086 US Air Force Contract, Contractor: R & K Enterprises Solutions, Inc.

N6264519C0004 US Navy Contract, Contractor: SYNENSYS, LLC

2 Reference Attachment 2 – Price Sheet, Worksheet: CLIN Breakdown

On the CLIN Breakdown tab of Attachment 2, can the Government confirm that Rows 12-18 should reference CLIN 0002 (Optional Labor) versus CLIN 0003 (PCS Relocation)?

X See Revised Att 2 - Price Sheet where Pricing tab has been corrected to reflect CLIN 0002 for PCS, and removal of CLIN 0003 [there is no DHA Optional CLIN for the BY] and CLIN Breakdown tab has also been corrected for base year to remove CLIN 0002 for DHA Optional labor. Also, see RFP Amendment HT001124R0080-0001 CLIN Structure - CLIN 0003 has been changed to CLIN 0002 - PCS ODC NTE and CLIN 0003 - DHA PSC Optional is no longer required as all DHA PSC Optional services will be exercised during the option year periods if required.

3 Reference Attachment 2 – Price Sheet, Worksheet: CLIN Breakdown

A labor category proposed under a CLIN may have two (2) fully burdened labor hour rates - one (1) rate for the Prime and one (1) rate for the Subcontractor. Additionally, the labor rates for O'CONUS positions (total of three (3) positions) will be different then CONUS positions and each labor category must include "P" for Prime and "S" for Subcontractor with corresponding NAICS and size standard. Based on this, an Offeror may need up to nine (9) rows to disclose pricing if proposing a Subcontractor (3 Rows for O'CONUS Labor Categories/Positions, 3 Rows for Prime, 3 Rows for Prime Labor Categories/Positions, and 3 Rows for Subcontractor Labor Categories/Positions). Currently, there are only five

(5) rows for core labor CLINs. Are Offerors authorized to add rows to the CLIN Worksheet to account for different labor category rates and pricing between Prime/Subcontractor and CONUS/O'CONUS?

X Yes, additional rows may be added to include all labor mix for prime contractors/sub contractors CONUS/OCONUS. Please ensure that all years labor show formulate/calculations per year for all LCATS.

HT001124R0080 DAD-MA PATIENT SAFETY PROGRAM FOR MILITARY MEDICAL TREATMENT FACILITIES

ATTACHMENT 15 - QUESTION AND ANSWER LIST

4 Reference RFP, Pages 10-20 and 51-

103, CLAUSES INCORPORATED

BY FULL TEXT

Clauses/Provisions

There are numerous fill-in clauses included within the RFP (FAR 52.204- 24, FAR 52.204-26, FAR 52.212-3). Are Offerors required to complete and return any required fill-in clauses and provisions included in the RFP?

Is so, can the Government clarify:

What Volume should the fill-in clauses be submitted under?

Who is required to complete and return the fill-in clauses - Prime Offerors only or Prime Offerors and Subcontractors?

X All of these clauses/provisions should be included in your SAM.gov FAR/DFARs Reps & Certs clauses and all fill-ins should be completed.

A copy of your FAR/DFARs Reports should be submitted with the Cover Letter information.

5 Reference RFP, Page 23, Subfactor 1-Tech, Subparagraph 1. Potential De-scoping

"Historically, the Air Force portion of the contract was de-scoped from 92 positions to 56 positions over a 4-year period. There is a potential of a similar size reduction during the life of this contract." The example of the past reduction (i.e., 92 to 56 positions) can be characterized by a) a 40% reduction and b) a reduction of 36 positions.

i. Question 1: How will the size of the future potential de-scope be measured: a) 40% reduction or b) 36 positions reduction?

ii. Question 2: What is the baseline number of positions for the future potential de-scope, 72 or 75?

X It is not known at this time what the percentages will be. This number would be determined by the option years funds availability. The information provided is based on "historical" data only and should be used to address this area as part of the offeror's Technical Factor, subfactor 1 - Technical Approach.

6 Reference PWS, Pages 4-5 and Page 48, Section 1.7.1 Place of Performance, PART 7, ATTACHMENT 6 -

ESTIMATED WORKLOAD

DATA Reference PWS, Page 9, Paragraph 1.11.2

The Table on pages 4-5 shows 42 PSS, 28 PSAC, 1 PSDA & 3 DHA/PSC positions by location. The CM position is not listed. b. The Table on page 48 shows 13 PSS, 57 PSAC, 1 PSDA, 1 CM & 3 DHS PSC positions.

Question: Which table reflects the correct number of positions for each labor category?

X See Att 1 - PWS Revised. Section 1.7.1 Table has been revised to reflect AF and Navy positions, Section 1.12.11++ has also been revised, and Part 7, Attachment 6 - Estimate Workload Data table has been revised.

All changes are highlighted within the revised PWS - Attachment 1.

7 Reference PWS, Page 9, Paragraph 1.11.2

All contractors required to attend DHA PS Professionals (DHA PSPC) within the first year. If newly hired employee has not attended DHA PSPC within last 5 years, employee must attend next available course.

The Government will pay for the class when class slots are available.

i. Question: Should we assume that this course is in-person or virtual?

X This course will be a virtual on-line course.

8 Reference PWS, Page 12, Paragraph 1.12.11++

The paragraph states: "The contractor shall provide Patient Safety Specialist Services for selected clinical services at the Captain James A.

Lovell federal Health Care Center that pertain to recruitment and dental functions only. The locations that fall under this contractor’s purview include:

i. USS Tranquility Branch Medical Clinic

ii. USS Osborne Dental Clinic

iii. USS Red Rover In-Processing Medical-Dental Facility

iv. Zachary and Elizabeth Fisher Medical-Dental Clinic

1. The place of performance for the above PSS Services is not included on PWS Table on pages 4-5. The Table shows 1 PSAC position at ++Lovell FHCC (Dental & Recruit’s Only), IL."

a. Question: Is this a PSS or PSAC position?

X The correct location for Lovell FHCC PSAC is located at 1.12.11 and has been corrected in the revised Attachment 1 - PWS.

a. This position is for a PSAC.

9 Reference PWS, Page 12, Paragraph

1.14.4. Post Award conference /

periodic progress meetings.

"The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance."

i. Question: Will these conferences be conducted virtually or in-person?

X Post-Award conferences will be held virtually through MS Teams.

10 Reference RFP, Page 30, Paragraph (2), Volume 2, Past Performance Instructions, subparagraph (c) Reference Content

The Instructions state, "For each past performance record submitted, the Offeror should fill out the Past Performance Questionnaire (Attachment 12, Titled “Past Performance Questionnaire for Solicitation HT001124R0080 DAD-MA PSP for MTFs”) from the beginning of the questionnaire and complete through Part 1 only."

i. Question: Would the Government accept the most recent CPARS for Past Performance References in lieu of a PPQ?

X No, PPQs should be sent out to the Past Performance References identified. Past Performance References shoul be submitted as instructed in FAR 52.212-1 Addendum. Offerors should submit your company's latest CPARs for both the Prime and Sub(s) as part of Volume 2, Past Performance.

11 Reference CDRL Portfolio CDRL - 002 - Reports Tasks and CDRL-0003 - JPSR appear to be the same deliverable.

i. Question: Will the Government explain the difference between CDRL

0002 & CDRL 0003?

X CDRL 002 is performed by the PS Professional at the MTF level. CDRL 0002 incompasses the data in a report to the COR in weekly bullets. See PART 7, TECHNICAL EXHIBIT 1; CDRL 003 - Surveillance in random sampling with validated customer at MTF and any complaints received by COR to include Weekly bullet reviews and DHA CDI review of events randomly.

12 Reference PWS Attachment 1 and PWS Table in Part 7, Attachment 6 - Estimated Workload Data, Page 48 of the PWS, Page 5 and Part 7, Attachment 6 - Estimated Workload Data, Page 48

a. Question #1: Did the government intend for Navy places of performance positions to be PSAC positions as noted Attachment 1 - Performance Work Statement (PWS), Page 5?

b. Question #2: If the Navy place of performance positions were not intended to be PSAC’s, how would that change the Table in Part 7, Attachment 6 – Estimated Workload Data, page 48 of the PWS?

X a. Yes, see Att 1 - PWS Revised for Place of Performance Table - all changes are highlighted. b. See Att 1 - PWS Revised to include revisions to the Place of Performance Table and Estimated Workload Data Table - all changes are highlighted. The current incumbent is working these locations currently both dental and active duty only.

13 Reference PWS, Page 10-11, Section 1.12

Questions: Must the alternate CM mentioned in 1.12 on Page 10 of 50 of the PWS be named as Key Personnel? If so, are the requirements for the alternate CM the same as the CM on page 11 of 50 of the PWS?

X Yes. Yes.

14 Reference PWS, Page 48 Question: Are those items on page 48 of the PWS in the Estimated Workload Table the same as what is described as the corresponding labor category in Column C of the price sheet on the CLIN breakdown tab?

X Att 2 - Price Sheet, CLIN Breakdown tab, Column C is to map your companies LCATs to the LCATs identified in the Revised PWS Estimated Workload Table.

15 Reference RFP, SF1449, Block 8 a. In the RFP on SF 1449, Block 8 it shows offer due date as 04:00 PM 14

SEP2024.

i. Question #1: Did the government intend to have the due date on a Saturday?

ii. Question #2: What time zone goes with 04:00 pm?

iii. Question #3: What is the contact(s) name and email address for the proposal submission?

X Yes, the RFP Closing date was scheduled for Saturday, September 14, 2024, 4:00 PM EST; however, the RFP Closing Date is hereby extended to Wednesday, September 18, 2024, 4 PM EST - see RFP Amendment HT001124R0080-0001. The Proposals should be emailed to Vicki.l.whiteman.civ@health and Cherish.d.young2.civ@heath.mil as per RFP SF 1449 and FAR 52.212-1 Instructions to Offerors Addendum

(b) Submission of proposals, Points of Contact.

16 Reference: RFP, Page 33 of 104, (4) Volume 4 – Organizational Conflict of Interest (OCI) Instructions

The paragraph states, "The OCI Volume 4 has no page limit. The OCI Volume 4 should include an OCI mitigation plan (even if the offeror has never performed on contracts at DHA or TRICARE Management Activity) and list of contracts/task orders (see Solicitation Attachment 14

– OCI Contract List Template) which discloses all past (preceding five (5) years) and present contracts/orders and subcontracts in support of the Defense Health Agency (DHA) to include those with former TRICARE Management Activity (TMA), held by the Offeror. The Offeror shall submit one list containing all of the contracts and additional information found on Attachment 5 for their own contracts and those of their proposed subcontractors and/or Teaming Partners. The Agency will not accept separate Attachment 5 submissions from proposed subcontractors and/or Teaming Partners. Failure to follow these Instructions will result in the proposal being found noncompliant, the proposal will not be forwarded for evaluation, and the Offeror will be ineligible for award."

The paragraph twice references Attachment 5. Attachment 5 is the DMDC TASS Application.

Question: Are the two references to Attachment 5 in this paragraph in error? If so, is the correct reference Attachment 14?

X Correct, Attachment 5 - is the DMDC TASS Application and Attachment 14 is OCI Contract List Template. See RFP Amendment HT001124R0080-0001 - all changes are highlighted.

17 PWS Section 1.7.1, Pages 3-5 Are there current contract staff performing these requirements at any of the listed sites?

X Yes, and all positions are filled currently.

18 PWS Section 5.10, Page 38 There are 71 positions (PSS, PSAC, PSDA) with 3 Optional PSCs. Will the CM be managing personnel contract positions and the PSC SMEs be taking care of PS program requirements?

X The CM is responsible for overseeing the function of all 71 contractors in addition to the mentoring/coaching of their staff. The 71 contractors are responsible for running (PSS) or assisting (PSAC/PSDA) for the PS program at the MTFs. The PSC's in the contract are responsible for DHHQ level work with subject matter expertise that can advise on a variety of topics within the entire DHA Patient Safety Program, which includes Networks and MTFs.

19 PWS Section 5.10, Page 48 Will the PSCs also be authorized to assist with personnel management? X That decision is made by the contract company; however, their primary duty will be full-time to the PS program. The PSCs may not only assist contractors during their full-time duties, it needs to be across the board.

20 PWS Section 5.10, Page 48 Will the government allow offerors to propose "Lead PSCs” as needed for to manage disparate geographic locations?

X It is up to the offeror to propose the labor mix most consistent with the requirements.

21 PWS 1.6.1. Page 3 In PoP section, a “full performance start date” of 1 November 2024 is stated. However, the PoP table is not populated. Is the PoP from 1 November 2025 to 31 October 2026 and do all of the Option Years follow the same format?

X The full performance start date of November 1, 2024 is the targeted start date; however, this date may be change dependent upon when the contract is awarded. The POP table will be updated upon award - see Attachment 1 - PWS revised - all changes are highlighted.

22 PWS 3.4.1, Page 23 The task requirement for each position does not state whether position is on-site or remote, while "remote" is identified on PIEE that GFE laptops are furnished for the listed "remote" positions. Please clarify these positions are all remote 3 DHA PSC and 1 CM.

X The 3 OCONUS PSC positions and DHA CM position will be fully remote. All other positions are on-site.

23 RFP FAR 52.212-1(f)(2)(i)(a) Does this 5:00 p.m. rule apply to all electronic commerce method or just changes/withdrawals?

X This applies to any offer, modification, revision or withdrawal of an offer.

24 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 2, Transition Plan, 1.6.1.1

- Transition-in period, page 25

This section states, “During the transition-in period, the contractor shall prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date except cybersecurity requirements, which must be fully adhered during transition and full performance periods.” When does the cybersecurity training need to be completed by considering trainees will be required to obtain CAC cards before completing the training?

X As soon as possible. MTF personnel cannot enter the MTF without the Tier 1 clearance. Contractors currently at MTF sites have already completed these requirements.

25 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 3, Staffing Plan & Key Personnel, pages 25-26

Staffing Plan- DHA PSC/ PSS/ PSAC/ PSDA Qualifications.

1. What are the key differences in function of a PSS vs. DHA PSC?

2. Could someone who works in person as a PSS for one MTF also help out as a virtual DHA PSC?

3. What are the key differences between PSAC and PSDA?

X

1. A PSS functions at the MTF level. A DHA PSC functions at DHHQ.

2. The DHA PSC would assist the PSS to find their PS Network Lead. If the Network is unable to assist them, then the DHA PSC would assist.

DHA PSC = HQ work. PSS = MTF work.

3. The key difference is the PSDA is stronger in data analyst capabilities.

26 PWS 1.9.7, page 8 This section states “If the government requires a contract employee to vacate, PCS costs may be reimbursed up to 8,000 pounds of household goods and one vehicle…” Given that contract employees may be vacating due to descoping, please change PCS costs “may be” to PCS costs “will be” reimbursed.

X No, this statement will not be changed.

27 RFP FAR 52.212-1 Addendum, (2) Volume 2, Past Performance Instructions, pages 29

Many companies are structured with multiple divisions or multiple legal entities that individually perform Prime Contracts but fall under a broader corporate umbrella. Recognizing such corporate structures exist across the industry, the procurement rules and numerous GAO decisions have made clear that procuring agencies may evaluate and credit an offeror with the past performance and corporate experience of sister subsidiary companies where the offeror’s proposal demonstrates that the resources of the sister subsidiary (e.g., workforce, management, facilities, or other resources) will be meaningfully contributed to contract performance. See GM–Bulltrack, B- 414591.6 (Comp. Gen. Oct. 30, 2018) (holding that an agency may properly attribute the experience or past performance of a sister subsidiary), and Iyabak Construction, LLC, B-409196 (Comp. Gen.

Feb.6, 2014) (holding that the agency failed to articulate a rational basis for solicitation’s refusal to consider experience and past performance of sister subsidiaries).

Would the Government please confirm that the Offeror may cite the prime contract past performance and corporate experience of a sister subsidiary company as prime so long as the Offeror demonstrates how the resources of the sister subsidiary will meaningfully contribute to the performance of the opportunity?

X Yes, offerors may cite the prime contract past performance corporate experience of a sister subsidiary company as prime as long as the Offeror demonstrates how the resources of the sister subsidiary will meaningfully contribute to the performance of this requirement.

28 PWS - General Does the DHA intend to add additional service facilities to the scope of work during the option years?

X Not at this time.

29 PWS 1.5, page 2 Does the DHA intend to use existing training materials developed by the agency?

X Yes, however the company will need to coach and mentor their staff.

30 PWS Section 1.12, Page 11, RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 3, Staffing Plan & Key Personnel, Key personnel, page 29

Would the Government consider and accept other nationally recognized patient safety certifications (such as CPHQ) as a highly recommended minimum qualification in lieu of the National Certification in Patient Safety (CPPS)?

X Yes - See Attachment 1 - PWS Revised for Section 1.12 - all changes are highlighted.

31 RFP, FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 1, Technical Approach, PWS 5.2 - Potential De-scoping

Please clarify the anticipated timing (option year) and level of descoping to inform labor estimates and pricing.

X That is not known at this time. Descoping may occur based on the Government's needs during the life of this contract but not within the base year. Any descoping will occur during the option year periods and will be negotiated with the selected awardee at that time.

32 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 2, Transition Plan, 1.6.1.1

- Transition-in period, page 25

Please clarify the expectations and anticipated timeline for the transition in period. Specifically, what is meant by “full performance start date” and what is meant by “no performance gap?”

X It means we want personnel in the MTF as soon as absolutely possible.

The goal is not to leave the MTF without PS support. A strong staffing plan will be required to accomplish the goal. Historically, the AF portion of this contract has never experienced a gap at the MTF level during bridges/extensions/or change in contract company's.

33 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 2, Transition Plan, 1.6.1.1

- Transition-in period, page 25

How many days will the current contractor be present during the 30-day transition-in period to support knowledge transfer?

X The personnel turnover on the date of award or targeted start date of 1 November 2024. However, if the current contracts included a transition out phase, they will be available during the 30-day transition in period for knowledge transfer.

34 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 2, Transition Plan, 1.6.1.1

- Transition-in period, page 25

Please confirm the length of time, the location, and the method of delivery for the DHA Patient Safety Professional Course.

X The DHA PS Professional Course is currently virtual and lasts 3 days a week over a three week period.

35 RFP FAR 52.212-1 Addendum, (1) Volume 1, Technical Instructions, Subfactor 2, Transition Plan, 1.6.1.1

- Transition-in period, page 25

What is DHA’s capacity for training the Patient Safety Professional Course during the 30-day transition-in period?

X See Attachment 1 - PWS Revised for Sections 1.6.11 and 1.12 and RFP Amendment HT001124R0080-0001 - FAR 52.212-1 & FAR 52.212-2 Addenda - the requirement for the Patient Safety Professcionals Course is not available during the 30-day transition in period and has been removed and will no longer be required during the 30-day transition-in period.

36 RFP FAR 52.212-1 Addendum, (1) Volume 3, Pricing Instructions

To reduce hidden risk to the MHS, would the government consider removing the restriction on pricing assumptions?

X No, Volume 3 - Price Narrative shall not include any pricing assumtions.

Volume 3 - Price Narrative shall be submitted in .pdf and should support and provide narrative as to how all prices, labor mix, travel, etc. was derived.

37 General Question Would the government provide a list of MTFs with corresponding DMIS codes showing the parent to child relationship?

X Yes after the award of the contract--all that information is available via the government computer upon successful completion of Cybersecurity and award of a CAC.

38 General Question Would the government please establish a reading room with existing patient safety policies, training, operational metrics/KPIs, and instructional manuals?

X No, all references are included in Attachment 1 - PWS, Section 2.

39 RFP, Page 4; CLIN 0003; Page 31,

(3) Volume 3, Price Instructions

The Government has stated there will be no ODC costs allowed, however, relocation is considered an ODC cost and is not part of labor or travel.

Can the Government please advise how the Contractor is supposed to propose a CLIN that is ODC costs that has not been labeled as ODCs?

Does the Government view this CLIN as travel?

X See Attachment 2 - Price Sheet revised which adds "ODC" to CLIN 0002 only. This is a one-time NTE amount for PCS for the 3 OCONUS fully-remote positions. The ODC NTE amount shall not be deviated from.

40 RFP, Page 4; CLIN 0003; Page 31,

(3) Volume 3, Price Instructions

The Government has stated that there is a relocation NTE of $24,000, but has made this CLIN FFP, with one lot. NTE implies that a Contractor would not exceed that amount, not that they would be paid that amount up front. Would the Government make the Relocation CLIN (0003) Cost Plus Fixed Fee versus FFP? Or does the Government intend to pay the Contractor one lump sum amount at contract start of $24,000?

X No. See Attachment 2 - Price Sheet revised which adds "ODC" to CLIN 0002 only. This is a one-time NTE amount for PCS for the 3 OCONUS fully-remote positions. The ODC NTE amount shall not be deviated from. See PWS Section 1.9.3 as to reimbursement of of PCS costs to the contractor.

41 PWS, Page 7, Section 1.8.1 Contractors are required to price in travel to the FFP CLINs, however, the Government has not provided a notional schedule of trips, locations, or where conferences or mentoring would be required. It is not possible for Contractors to estimate what number of trips would be taken as the PWS specifies that Contractors will be notified at least 2 weeks in advance of travel requirements. Will the Government please make CLIN X001 and X002 Cost Plus Fixed Fee CLINs so that travel can be billed as necessary, or provide the approximate number of trips, personnel, and locations?

X No; however, please see Att 2 - Price Sheet revised which changes all Travel to NTE and a value has been added for evaluation purposes only.

All travel is rolled into the FFP Services CLINs for all years and will not be billed separately. The Travel NTE estimates shall not be deviated from - all changes are highlighted on Att 2 - Price Sheet Revised.

42 RFP, Page 21, Section (m) Offeror Content and Format

The Government has asked for a cost narrative to provide a detailed explanation of costs. Section (m) requires offerors to submit cost proposals in Microsoft Excel. Will the Government accept a Word Document or PDF document for the supplemental narrative?

X Offerors shall provide both Attachment 2 - Price Sheet with all cells completed and a Volume 3 Price Narrative in .pdf format detailing how all prices were calculated and derived to include labor mix, travel, PCS, etc..

43 Att+2+-+DAD- MA+PSP+Price+Sheet

CLIN 0002 has been listed as Optional, however the pricing sheet specifies that this will be paid in 12 equal monthly payments. Will the Government please update this CLIN to be FFP-LOE so that it will only be billed when the Option CLIN is exercised?

X No, this remains FFP. DHA Optional CLINs 1001-E002, if needed, will be exercised during the option year periods only. See Attachment 2 - Price Sheet Revised - all changes are highlighted.

44 PWS, Page 38, Section 5.10 The Government has specified that the Falls Church, VA Patient Safety Consultants (DHA PSC Services Tasks Optional) are optional FTEs. Will the Government please clarify why these FTEs are optional? Are these considered part of the descope? Is the Contractor to only price these three FTEs in the optional CLIN?

X The DHA Optional services will not be included in the Base Year.

These are optional services and are not part of the descope efforts. See Att 2 - Price Sheet Revised - all changes are highlighted. All OY DHA Optional Services CLINs 1002-E002 should be priced out. The descoping of these services has not been determined at this time.