Q R.1.docx

Questions and Responses

1. Is there an incumbent for this work requirement? If so, who is the incumbent contractor?

Response Refer to question 11 in Amendment 1 of Solicitation

2. Is there a page limit on the proposal submission?

Response No

3. We did find detailed instructions to offorers in the solicitation. Is there a specific requirement for proposal font, page count, technical and pricing format, and final package organization?

Response There are no requirements for font, page count or final package organization. Refer to attachment, Technical Evaluation Criteria for information on technical and pricing information.

4. On Page 2 of the SOW it says the Personal Support Assistant staffing will be at the Hatfield Center. Is this the only physical location that the staffing will be required to support? Are there other locations that the contractor will be required to support? If so, what are those locations?

Response PSSD: There are several locations that require support within the NIH Clinical Center. The NIH Clinical Center is building 10 and is comprised of the Hatfield and Magnuson sections of the building. The Admissions, Patient Travel Voucher, some clinics, day hospitals and inpatient locations are in the Hatfield section and the clinics are primarily located in the Magnuson section of the NIH Clinical Center. There are no locations outside of the NIH Clinical Center building.

Nursing: All inpatient positions are in the Hatfield building.

5. On Page 2 of the SOW in both the Patient Support Services Department and the Nursing Department it states ‘there will be a need for intermittent Program Support Assistants to cover planned/unplanned leave for contractor staff and government vacancies.’ What is the required performance standard to provide this coverage on an unplanned leave? ) For example, is the standard that coverage for unplanned leave must be in place within 4 hours of notification of unplanned leave?)

Response The required performance standard is to provide fully trained coverage for the entire shift in the event of planned or unplanned leave.

6. On Page 2 of the SOW it says ‘there will be a need for intermittent Program Support Assistants to cover planned/unplanned leave for contractor staff and government vacancies.’ When covering government vacancies, what is the standard in which the contractor will be notified of a planned vacancy?

Response The contractor will be notified at least 2 weeks, in advance, of any planned vacancies. There are occasionally circumstances in which 2 weeks, advance notice, may not be provided and the contractor will be notified, as soon as possible, when this occurs.

7. On Page 2 of the SOW it states in both the PSDD and ND areas that a ‘need for intermittent Program Support Assistants to cover planned/unplanned leave for … government vacancies.’ Can the government provide the number of hours of intermittent staffing that will be required annually?

Response Refer to questions 8 and 9 in Amendment 1 of Solicitation

8. On Page 3, under Specific Duties, paragraph 2, it states that ‘the government will provide all training required to perform these duties.’ Can the government provide a list of this training? Will the contractor incur any cost associated with this training? Will the government pay for the labor hours when the contractor is in training? Will the government provide training for all or some of the Program Support Assistants in the PSSD and the ND areas?

Response

· Training provided by the government is listed on pages 10-11 of the Statement of Work. Additional site-specific training will be provided by the government depending on the location the person will be working.

· The government will pay for time that the contractor is in training.

· The government will pay for training for any contractors that the government selects for a specific position under this contract.

9. On Page 5 of the SOW Section 4. Availability of Staff and Response Time,

a. Will the government require the contractor to submit and attain government approval for all the initial 37.5 positions?

Response Yes

b. Will the contractor, for incumbent employees that are interested in employment with the new contractor (if the incumbent contractor does not win) be required to submit resumes and attain government approval?

Response Yes

c. If the government does not approve or select a resume proposed by the contractor will the government be required to provide a formally expressed reason for not being selected?

Response The Government is not required to respond in writing but contractor may call to request information

d. Will the Contractor’s Management allow or required to participate in the phone or in-person interview with the Government?

Response It is expected that the Contractor will only submit resumes for any applicant that they have already screened and feel meet the requirements for the position. The Government will then interview applicants and let the Contractor know if the applicant was selected or not and provide reasons for non-selection.

10. Does the government provide the work schedule for staffing positions? What is the period of time for each schedule? Weekly? Monthly? If so, how far in advance of the first shift is the schedule provided? Is there a normal schedule format? (e.g. Four 10 hour days, Five 8 hour days, three 12 hour days).

Response PSSD: The shift hours vary by location and are normally 8 hour shifts, unless the person is part-time. In addition, the staff in each of the areas will be trained to cover other locations or shifts and will need to be flexible with their hours and days, especially in locations that have extended hours or are open 24/7.

PROGRAM SUPPORT SERVICES (14.5)

Clinics

· 7:00 am – 3:30 pm M-F (#2)

· 7:30 am – 4:00 pm M-F (#1)

· 8:00 am – 4:30 pm M-F (#4)

· 8:30 am – 5:00 pm M-F (#2)

Admissions (Requires staff to be flexible and support off-shifts and changes in hours to meet program needs)

· 7:00 am – 3:30 pm variable schedule that includes weekend shifts every month (#3)

· 11:00 am – 7:30 pm Sun – Thu (#1)

· 3:00 pm – 11: 30 pm Sun – Thu (#1 part-time)

Patient Travel Voucher Office

· 7:30 am – 4:00 pm M-F (#1)

Nursing:

1. Inpatient Services provides the schedule for the RSAs monthly per our ANSOS calendar for staffing.

1. Schedules are 4 weeks long.

1. Schedule format and staff is devised to meet unit coverage needs and can vary accordingly. Currently:

2. 7a-3:30p

2. 7:30-4p

2. 8-4:30p

2. 3p-11:30p

2. 11:30a-8Pm

2. Weekends (shifts vary according to need)

11. Will contractor personnel be required to a NACI before the start of performing work?

Response Yes, please refer to page 23 of the SOW.

12. Page 7 of the SOW addresses ‘Dress and Attire Guidelines.’ Will the contractor personnel be required to wear uniforms or scrubs? If so, will the uniforms be government-furnished?

Response There is no uniform requirement. All staff will have direct interaction with patient, staff and visitors and must make a good impression so please refer to the Dress and Attire Guidelines on page 7 of the Statement of Work.

13. Will the Government provide a permanent office space for the contractor on site during the period of performance?

Response The scope of duties for this contract does not require an office for any of the Contractors. The Contractor staff will be provided access to desk space and a computer in the location where they are assigned.

14. Will the Government be providing access of the Contractor’s Supervisor to the work site?

Response The government will not be providing office space for the Contractor’s Supervisor. The government does not allow the contractor to use government space for their staff meetings? Please see attachment, NIH Visitors and Security, for information on how to gain access to the NIH campus.

15. Do the Program Support Assistant positions fall within the rules of the Department of Labor Service Contract Act?

Response Refer to question 5 in Amendment 1 of Solicitation.

16. Will the government allow for shift differential for nights, evenings and weekends?

Response Refer to question 7 in Amendment 1 of Solicitation.

17. Can the government extend the due date of this proposal?

Response Due to time constraints and the expectation of receiving a reasonable number of competitive proposals, the Office of Purchasing and Contracts, NIH Clinical Center is unable to extend past the current deadline date.

18. Since there will be three SCA labor categories (Secretary Level I, Secretary Level II, and Secretary Level III per the answer to Question 6), is it safe to assume that NIH is requesting burdened hourly rates for regular time, overtime, shift differential, weekend and holiday rates for the Base + Option Periods? Yes, provide rates billable to NIH. If not, please provide clarification/guidance on how Offerors should proceed? The SF1449 19 ITEM Number, 20 Schedule of Supplies/Services, 21 Quantity, 22 Unit, and 23 Unit Price but without specifying SCA Labor Category. Given the Technical Evaluation instructions state: “In addition to the evaluation criteria, price will also be an important consideration”. As stipulated, we believe the Government has not provided a methodology in evaluating price if the Government evaluates price as adding up all the burdened rates for regular time, overtime, shift differential, etc for the base + option years without providing quantities (other than specifying 37.5 FTEs for the Program). Is the Government requesting that Offerors provide Item 21 Quantities? You do not need to provide quantities. Offeror shall provide a list of rates (base rate, OT, shift differential, weekend and holiday). Indicate specifically when additional rates apply. Provide requested rates for each category (Secretary I, Secretary II, and Secretary III) for base and each option. We are evaluating the regular rate for each category and then what the cost would be if the person worked a Holiday, off-shift or weekend. Indicate if you have only one base rate no matter the hours or day worked or if there is a different rate based on hour of day, day of week or Holiday.