ANSWERS TO QUESTIONS 11212023.docx

1. Due to several open questions, we respectfully request an extension to the proposal submission due date. Is the Government able to extend the deadline?

· The Proposal due date will be extended to Monday November 27,2023 at 9:00 am.

2. PWS paragraph 1.2.5.1.2: Language requirement for Patient Liaisons & Medical Translators states, “Medical Translators must hold and maintain proper credentials as certified German, and Dutch translator. A certification as German-English/English-German, Dutch-English/English-Dutch translator/interpreter is required.”

Question: Please confirm that one patient liaison must also possess this certification or is a High School diploma sufficient as indicated for the Patient Liaisons in 1.2.5.2.1, Formal Education: The Patient Liaison shall hold a high school diploma or equivalent.

· Paragraph 1.2.5.1.2 states “Patient Liaisons and Medical Translators shall read, understand, speak, and write German, Dutch, and English for the MTF to the level indicated in the below Personnel Language Requirement (Para 1.2.5.1.3). All languages should be spoken with sufficient structural accuracy and vocabulary pronunciation effectively in most formal and informal conversations on practical and professional topics.”

· Paragraph 1.2.5.1.3 states “The Contractor shall provide personnel who meet the language proficiency level at the beginning of their employment. Contract employees who fail to demonstrate the required proficiency may request one repeat demonstration of language capability within 30 calendar days. Failure to satisfy language proficiency requirements shall have the effect of the position being considered vacant. The MTF requires contract employees to meet minimum English, German, and Dutch language proficiency levels of 4, as proficiency levels outlined in Bureau for International Language Coordination (BILC) STANAG 6001 dated February 2019.”

· Both positions must be able to meet the language requirements that are stated within the two paragraphs listed above.

· The formal education requirements for BOTH positions are a High School diploma or equivalent (Medical translator formal education requirements are listed in paragraph 6.2.2. and patient liaison formal education requirements are listed in paragraph 1.2.5.2.1.)

3. PWS paragraph 1.2.2.4.3. Extended Absences/Personnel Changes states, “…If a personnel change occurs during the contract performance period, a two-week overlap for orientation, training, and the transfer of duties, is required without additional charge to the Government.”

Question: This paragraph indicates that the contractor must price in an additional two-week labor cost for any personnel changes.

a. Can the government provide an estimate based on historical data regarding the number of times this occurred per year?

· No as the previous contractor was able to have additional personnel ready to fill any gaps.

b. Is it possible to use existing ‘part time’ personnel to backfill with incurring such a cost?

· Existing personnel would only fill ‘part time’ personnel slots if accepted by the new contracting company and paid out of the current contract, without charging additional fees.

c. Is the two-week overlap required when replacing a Part Time Patient Liaison?

· Not for part-time but for full time employees.

d. Will there be a two-week overlap with the current contractor?

No as the current contract ends before award of this contract.

3. The duties listed for the Patient Liaison for Spangdahlem (PWS 5.2.1) includes “Newborn Admissions” but the duties for the Patient Liaison for Geilenkirchen do not. Can you please confirm that the GK PL will also attend to newborn admissions duties?

· Newborn admissions are not needed at the Geilenkirchen location.

4. We understand that the ISOS personnel are also contractors. Can the Government please clarify their role versus the Patient Liaisons and specifically what interactions are required between the two contracting parties? Also, are there ISOS contractors located in Geilenkirchen as well?

· The ISOS contractors and the Patient Liaisons are entirely separate. The ISOS and PLO contractors will attend the same morning meeting each day at 0900. During this meeting the PLO will relay any new hospital admissions, if anyone has gone to the ER and any outpatient visits that have been rescheduled.

Does the position provide Status of Forces Agreement (SOFA) status?

· Position does not provide SOFA status.

6. If SOFA status is not provided, will the candidate be subject to and responsible for complying with host nation taxes?

· Yes

7. If quoting in Euros, what is the conversion rate the Government will use?

· If quoted in Euro, the FY24 Budget Rate will be used which is currently set at 0.9798

8. Given the recent rapid changes in the Euro/Dollar exchange rate, when and how often will the Government adjust the conversion rate?

· This is unpredictable, there is no way to estimate when and how often the conversion rate may be adjusted.

9. Does the Government want a Contract Manager available during the duty hours of the customer?

· No, we just need someone who can be reached at the company that has authority to accomplish anything that needs to take care of.

10. Does the Government want a management structure physically located in Germany?

· No.

11. Compared to the current contract, the number of personnel has significantly decreased. However, the historical workload data has not changed. Can the Government provide a new estimate on the workload for this new requirement?

· Monthly reports from previous contract indicated that there have been less patients. There is not an accurate way to estimate this data.

12. The pricing spreadsheet provided does not align with the CLIN structure in the Solicitation (option year 4 is missing). Will the Government provide an updated pricing spreadsheet?

· Please see updated Price Matrix.

13. PWS paragraph 1.2.2.2. scope of work states that the Contractor at Geilenkirchen shall provide both Patient Liaison and Medical Translation services. Based on our understanding, it is the Government’s intent to have a full-time (40 hours/week) Patient Liaison and a part-time (20 hours/week) Medical Translator. Based on past experience, staffing a full-time Medical Translator position in that area is already a challenge. Finding a part-time Medical Translator with those qualifications is even more difficult.

Question:

a. Is the Government open to re-consider the hours for the Medical Translator?

· No as these hours align with clinic open hours.

b. Is the Medical Translator authorized to work as a Patient Liaison in addition to the translation services to make this position a full-time equivalent?

· No as the translator will focus on this duty and not on interacting with patients in the hospitals.

14. PWS paragraph 1.2.3. Arrange for replacement staff states: “The Contractor’s POC shall arrange for coverage when the Patient Liaison will be unable to provide services for one (1) or more scheduled shifts”.

Question: Does the Government require the Contractor to have a qualified backfill personnel on retainer in order to meet this requirement? If not, please advise on how the Government envisions the Contractor to be in compliance with that paragraph.

· Yes, a person should be on backfill status as one PLO on hand would not be able to cover the multiple hospital duties required in the PWS.

According to the CLIN structure, the Government claims that a full-time equivalent equates to 1920 hours a year. This doesn’t align with the PWS 1.2.2.1 and 1.2.2.2 availability. Both locations and/or labor categories require different hours of operation:

Spangdahlem Air Base Patient Liaison:

“The Contractor shall provide services on U.S. Federal holidays unless otherwise specified by the Contracting Officer Representative (COR). The Contractor will be available for inpatient/outpatient visits between the hours of 0730 and 1630 Monday through Friday.”

Assuming the Contractor will not provide services on German Federal Holidays, this equates to 1992 hours minus PTO. Considering German labor law requiring 20 days of mandatory PTO it is 1832 working hours a year per FTE.

Spangdahlem Air Base Medical Translator:

“Medical Translator working in the MTF will be available for normal business hours, 0730-1630 Monday through Friday, excluding U.S. and German Federal holidays.”

This equates to 1920 hours minus PTO. Considering German labor law requiring 20 days of mandatory PTO it is 1760 working hours a year per FTE.

Geilenkirchen Air Base Patient Liaison:

“The Patient Liaisons shall be available for patient needs Monday – Thursday, from 0800-1600 and Friday 0800 - 1200, with the exception of German Federal holidays. This equates to 1784 hours a year minus PTO. Considering German labor law requiring 20 days of mandatory PTO it is 1624 working hours a year per FTE.

Geilenkirchen Air Base Medical Translator:

“The Medical Translation services are to be performed in the MTF Mo – Fr 0800 – 1200.”

Assuming German Federal Holidays as for the PLO, this equates to 996 hours a year minus PTO. Considering German labor law requiring 20 days of mandatory PTO it is 916 working hours a year per part-time equivalent (PTE).

Question:

a. Will the Government revise the hourly requirement to reflect the actual numbers in the PWS?

Revised hours. During performance period, if additional or less hours are needed we will modify as needed.

b. If the Government does not revise the numbers, is the Contractor authorized to ‘over hire’ in order to provide the required annual work hours as per the current CLIN structure?

· No but a backfill personnel should be needed to fill absence of personnel.

c. Can the Government please clarify if Patient Liaison personnel are expected to work on American or German federal holidays (or both?)

· Paragraph 1.2.2.2. states “The Patient Liaisons shall be available for patient needs Monday – Thursday, from 0800-1600 and Friday 0800 - 1200, with the exception of German Federal holidays.”