Questions -Answered to Solicitation HT001425R0034.pdf

Questions WRNMMC Response ATAMMC Response

Section 1.7.3 of the PWS indicates this is a "fee per study" contract. Could the Government please clarify what constitutes a "completed study" for billing purposes? For instance, does it include the initial patient preparation, the overnight/daytime study itself, the scoring of the data, and the final report generation?

It includes the patient hookup, the performing of the study, scoring of data, and report generation.

(This has been added to on the PWS)

Fee per study includes everything from meeting the patient the night of their study, educating the patient on what will occur during the night, hooking up the patient for the study, following the physician's order and performing the appropiate study, documentation during the study and completing documentation in patient's EMR to include CPT charge and procedure note, unhooking the patient and prepare the patient to leave the lab, and scoring of the study and transfering the study to the server.

(This has been added to on the PWS)

In section 1.7.3 of the PWS, the government states that the vendor shall not bill for patient no-shows and that a 12-hour cancellation notice will be provided. If a patient arrives but the study cannot be completed for reasons beyond the contractor's control (e.g., patient non-compliance, medical issues), would this still be considered a billable event?

If any part of the study is completed it is partially billable otherwise it is not billable.

This would not be a billable event. Please remember that we are a Military Treatment Facility, and the majority of our patients are relatively young and healthy. Most of our patients want to have the sleep study performed, therefore our no show rate is much lower than the our civilian counterparts, however no-shows are still a part of the industry. This would be a billable event if the study had already been started but had to be stopped for some medial reason. This would incur a CPT modifier 52 if less that 6 hours recording.

The SF 1449 provides quantities for each CLIN. Are these quantities based on historical data, and can the Government provide any additional context on the anticipated monthly or quarterly volume for each location?

Current template anticipates 500 daytime/nighttime studies per quarter. We have historically ran about 650 studies per quarter but have endured staffing losses.

The contract stipulates 650 in lab sleep studies/year, and the scoring of 450 HSAT/year. Some years the clinic has reached the amount of studies performed according to the contract, and other years the clinic has fallen short of the number.

Several factors contribute to the variability of the yearly numbers to include provider deployment and TDY, providers being pulled to other MTFs to assist with that facility, and other factors that are out of the clinic's control. ATAMMC usually does a great job of filling our beds and hostorically we have sent hundreds of patients to Walter Reed because we could not provide the sleep study in a timely manner due to our patient volume.

In section 4.1 (Services) - Uniforms/Stethoscopes, the PWS requires the contractor to provide an "on-line software program that would facilitate the Sleep Clinic's intake process and DME ordering process". Can the government confirm that this is a requirement? Are there any specific technical requirements or government systems this software must integrate with?

In section 3.4 of the PWS, it mentions that the government will provide computer equipment. Will this equipment have the necessary software for polysomnography data analysis, or will the contractor be responsible for providing or licensing this software?

The equipment will have the necessary software and licensing the contractor does not need to provide it.

The sleep clinic uses Nihon Kohden 12.2 software and computers. All needed computers and software licenses are provided as is all the supplies needed to preform the study. The sleep clinic also provides Government computers for the contractors to access the patient's EMR and their Government email.

In PWS Section 1.6.1.1, the government states that "Transition-in performance is defined as the time period the contractor is expected to review and confirm understanding of contract requirements, meet DoD/DHA contractor onboarding requirements and achieve full performance capability to deliver all requirements as specified in this PWS." Could the Government please provide an anticipated timeframe for the transition-in period before the full performance start date of October 1, 2025?

This has been removed from the PWS as it is not needed.

The anticipated transition-in period is 1-2 weeks, depending on date of award.

The SF 1449 includes separate CLINs for "Employee Orientation & Training" with a quantity of1 for each location in each period of performance. Is the intention for the contractor to propose asingle, one-time, firm-fixed-price for all initial training and orientation of staff for that period?

Yes, 1 CLIN for Emplolyee Training & Orientation for orientation and required annual training.

Historically the vendor charges this amount to the CLIN each month. This compensates the vendor for not only new hire orientation, but also for ongoing training to include monthly tech meetings and Government required yearly computer training, HIPPA, Cyber Security, etc...

Will the government provide the applicable Wage Determination for this effort?

In PWS Section 1.7.3 (Hours of Operation) , the government states that "ATAMMC andWRNMMC shall provide 12-hour notice to the Contractor in the Event of a Patient Cancellationat no additional cost to the Government" and "AT

NO TIME SHALL THE VENDOR BILL THEGOVERNMENT FOR NO SHOW OF A

SINGLE PATIENT." To assist with resource planningand scheduling optimization, can the government provide historical data on patient cancellationrates and no-show occurrences for each location over the past 12 months?

We’ve had about 8% no show/cancellation rate over the last 12 months. About 2,622 studies conducted with about 200 no shows/cancellations. Most cancellations are backfilled unless they are done near end of day.

Historically, it has been less than 10% . We are a Military Treatment Facility, and the majority of our patients are relatively young and healthy. Most of our patients want to have the sleep study performed, therefore our no show rate is much lower than the our civilian counterparts, however no-shows are still a part of the industry.

After reviewing, can you please confirm the roles you would like to be placed in support of this solicitation aside from the Registered Polysomnography Technologist (RPSGT)? Primarily, I am asking if there are additional titles you would like to fill these other positions

No.

According to the American Academy of Sleep Medicine, the employee conducting and scoring the sleep study nees to be have sleep credentials from the BRPT, NBRC, or some other sleep accreditating agency, and also be licensed in the state. For any other role that the vendor chooses to fill, there is not other requirements for that person.

In the solicitation Attachment 1, Section 2.1 (Past Performance Summaries) the governmentrequires that "Past performance information submitted shall be limited to efforts that have at leastsix (6) months of performance occurring during the 36 months preceding the issue date of thissolicitation." Would the government consider extending the recency window to 60 months (5years) to allow for a more comprehensive evaluation of relevant past performance?

No, please provide past performance in accordance to the instructions on Attachment 1.

The Department of Labor dicatates the Wage Determination that the vendor is required to adhere to. However, since this is fee per study test, this is not gauged or compensated for in this requirement. Therefore, a request for equitable adjustment does not apply to fee per service.