QA_W81K0026QA190.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- PANHCA-26-P-0000_031886
- Issued by
-
Department of the Army Medical Command
About this file
This is a Question and Answer (Q&A) matrix for solicitation W81K0026QA190, providing clarifications on the Performance Work Statement (PWS) for Emergency Medical Services (EMS) in Panama. The Department of the Army Medical Command (MEDCOM) is procuring Basic Life Support (BLS) and Advanced Life Support (ALS) ambulance services across two contract line items (CLINs): JOTC-P (Joint Operations Training Center - Panama) requiring dedicated on-site ambulance coverage for 21-day training rotations up to 10 times annually, and JSCG-P (Joint Security Cooperation Group - Panama) requiring 24/7/365 on-call area support throughout Panama City, Colon, the Panama Canal Zone, and connecting highways to Tocumen International Airport.
Key operational requirements clarified include: 15-minute response time measured from dispatch confirmation to on-scene arrival; ambulance must accommodate two care providers (one contractor, one U.S. medical personnel) plus patient simultaneously; monthly medical plans (updated every six months) showing coverage and response time analysis; 100% fill rate for scheduled hours; and rehearsals announced one week prior (up to 10 annually for JOTC-P, maximum four annually for JSCG-P). Critical compliance requirements specify contractor-initiated MINSA background checks (at contractor expense) conducted on rolling 12-month basis; Defense Base Act workers' compensation insurance included in firm-fixed-price rates; professional medical liability insurance from Panamanian insurers acceptable if U.S. prime contractor is fully indemnified; Contract Manager physically on-site in Panama; and care standards exceeding Panamanian Ministry of Health minimums where necessary. The Government will not provide facility support beyond uncovered staging area and portable toilets, nor will it supply crew quarters, potable water, WiFi, or cellular devices. The contract period runs from award date through June 7, 2027, with a one-year option exercisable with 60 days preliminary notice and 30 days final notice.
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Questions QUESTION MATRIX — Solicitation W81K0026QA190 — Panama EMS
| PWS Para | Topic | PWS Text (Excerpt) | Question | Response | |
| 1 | §1.4(d), §1.5.4.2.1 | 15-min response — measurement basis | "...on-call ambulance services for transportation of injured/ill personnel..." | Is the 15-minute response standard measured from time of call receipt at the hotline (clock-start = call connect), from dispatch confirmation (clock-start = roster activation), or from arrival on scene? Please define the start and end events the Government will measure against. | 15 minutes from dispatch confirmation will start the clock, and arrival on scene stops the clock |
| 2 | §1.4(d) | JOTC-P on-site facilities | "A dedicated ambulance that will be on site at the JOTC-P site (Cristobal Colon AERONAVAL base) 24 hours a day, 7 days a week (24/7) for 21 days..." | Will the Government provide ambulance staging area, crew quarters, restroom/sanitation access, potable water, and communications (cellular/wifi) at the JOTC-P site for the 21-day rotation, or is the Contractor responsible to provide these? If Contractor-provided, are there site access provisions for setup? | There will be an uncovered staging area and portable toilets. There will not be crew quarters, potable water, or WiFi available to the contractors. There are no additional cellular devices or signal boosters beyond what is already available in the area. Depending on what they are trying to install / create, there might be limitations (there are significant ground space limitations and signal limitations). |
| 3 | §1.4(g), §4.3, §4.4 | ACS-COT equipment reference | "The medical plan shall include access to... equipment in fully operational condition..." | Does the Government reference a specific ACS-COT publication or equipment list version that the Contractor must meet (e.g., latest edition of the ACS-COT Resources for Optimal Care of the Injured Patient), or is contractor demonstration of clinical equivalence acceptable? | The reference document is the Joint Position Statement on Recommended Essential Equipment for BLS and ALS Ground Ambulances 2020, if there is equipment listed in that document that is not available in Panama, equipment that demonstrates clinical equivalence is acceptable |
| 4 | §1.4(i) | On-scene U.S. medical authority | "The on-scene U.S. medical authority retains ultimate routing authority..." | Is the on-scene U.S. medical authority identified by role/rank in advance of each rotation, or determined at activation? Will this individual be present continuously during the 21-day JOTC-P rotation, or available remotely? | The on-scene US Medical Authority will either be the Physician Assistant (Captain) or Ground Paramedic Aid Station NCOIC (Staff Sergeant or Sergeant First Class). One of these two will be present continuously and will be identified to the crew prior to the beginning of each course. |
| 5 | §1.4(j) | U.S. accompaniment in ambulance | "U.S. medical personnel may accompany the patient during transport (maximum two personnel)..." |
| U.S. medical personnel shall accompany the patient during transport (minimum of one, maximum of two personnel at the discretion of the on-scene U.S. medical authority)... | Are the maximum two U.S. accompanying personnel counted within the ambulance occupancy limit, or in addition to the standard crew + patient? If included in occupancy, what is the maximum total occupancy for the ALS configuration? | The two accompanying US personnel will be in addition to the standard crew & patient, but only one would be required to ride in the back of the ambulance with the patient. If the situation dictates that that two US personnel is unfeasible, the on-scene US medical authority may approve transport with only one US medical person. The site is austere. The ambulance must be able to accomodate two care providers (1x contract, 1x US) and a patient in the back simultaneously. | ||||
| 6 | §1.4(l) | Monthly medical plan format | "Monthly medical plan deliverable to the COR..." | Does the Government provide a template/format for the monthly medical plan deliverable, or is the format Contractor-proposed and finalized at the launch call? | The Contractor shall provide a comprehensive area coverage medical plan, with updates every 6 months, showing basing locations of ambulances as well as estimated response time (time distance analysis) to various areas within Panama City, Colon, and the route in-between the two. There is not a Government template/format available. | |
| 7 | §1.4(q) | DOW access-badge screening criteria | "The Contractor shall provide screening criteria that meets DOW compliance for access badges into required areas." | Does the Government provide a template DOW screening criteria document for Contractor adaptation, or is the Contractor expected to develop and submit a screening criteria proposal subject to Government acceptance? | The Contractor shall provide screening criteria that meets DOW compliance for access badges into required areas. At this time, no formal badging requirement exists; however, if this changes, the contractor will be informed and the contractor will need to develop the template for a screening criteria document and submit to the government for acceptance. | |
| 8 | §1.4(r), §1.5.4.2 | Rehearsal cadence — combined or per CLIN | "...maximum of four (4) times a year, the ambulance crew and vehicle..." | Is the 4-per-year rehearsal cadence applied per CLIN (i.e., 4 for JOTC-P plus 4 for JSCG-P = 8 total) or combined (4 total across both CLINs)? Are rehearsals announced or unannounced — and if unannounced, what is the notification protocol? | There will be rehearsals for the JOTC ambulance prior to every course occurence, which is up to 10 times per year (CLIN 0001). The four times a year rehearsal is only for JSCG-P Support Contract component (CLIN 0002). The rehearsals will be announced at least one week prior. | |
| 9 | §1.5.3.1 | Holiday coverage list | "Holiday coverage continues uninterrupted across both Panamanian and U.S. federally recognized holidays..." | Please confirm the full list of holidays the Contractor must observe coverage on — specifically both U.S. federal holidays (per OPM) and Panamanian national holidays (per MITRADEL). Are there any half-day or modified-coverage days? | Since the JSCG-P area support contract is a 365 day a year contract, ambulances will be available during all US and Panamanian Holidays. For the JOTC support mission, some courses may overlap with US and Panamanian Holidays and the contractor will provide on-site ambulance services even on those holidays occurring during the 21-day course period. There will be no half-day or modified-coverage day holidays. | |
| 10 | §1.5.4.2.1 | Service area boundary — out-of-zone | "Area support within the Panama Canal Zone (from Colon to Panama City)..." | Please define the precise geographic boundary of the family-plan service area. Is travel beyond Panama Pacífico, Arraiján, La Chorrera, Pacora, Colón, and Panama City always treated as out-of-zone transport (excluded), or are border-adjacent localities covered? Specifically, is the Tocumen International Airport vicinity within scope? | The following sites: the Panama Canal Zone especially Colon, Cristobal Colon Aeronaval Base, the highway between Panama City and Colon (Highway Number 9), Panama City itself, and Panama Pacifico. This should also include, but is not limited to: the highways and roads between Panama Pacifico and Tocumen International Airport, and the roads between Colon and the Cristobal Colon Aeronaval Base. | |
| 11 | §1.6.2(a) | MINSA background check process | "...the Panamanian Ministry of Health will conduct background checks on all contract Health Care Provider (HCP) personnel." | What is the Government notification process to trigger the MINSA background check on contract HCPs? Is this triggered post-award through the COR, or does the Contractor initiate via MINSA directly? Are there Government-side fees that the Contractor passes through, or is the check Government-funded? | The contractor must initiate via MINSA directly, and may be initiated once awarded. All fees are paid by the contractor. | |
| 12 | §1.6.4.1 | Annual background-check definition | "...have performed a criminal background check on any staff member who will be treating or transporting patients..." |
1.6.4.3 - annually Is the annual background-check requirement measured calendar-year (Jan to Dec) or on a 12-month rolling basis from each individual's most recent check? Are LEIE / TRICARE sanction queries annual or required on a different cadence? The background check shall be conducted on a 12 month rolling basis .
LEIE and Panamanian Equivalent are annual requirements
| 13 | §1.10(b) | Contract Manager location | "Contract Manager and Alternate Contract Manager..." | Is the Contract Manager required to be physically located on-site in Panama for the duration of the period of performance, or does the Government accept a U.S.-based Contract Manager provided continuous communication with the COR and the in-country team is maintained? | The Contract Manager or Alternate Contract Manager is required to be physically located on site in Panama |
| 14 | §1.10 | Key personnel — additional roles | "Key personnel list..." | Which roles are designated 'key personnel' under PWS §1.10 for purposes of notification of changes? Beyond Contract Manager and Medical Director, does the Government require additional roles such as Program Manager (in-country), Operations Lead, or Operations Center duty supervisor to be designated as key personnel? | 1. All named positions, to include Medical Director, Contract Manager, and Alternate Contract Manager are considered key personnel for purposes of notification of changes. |
2. If the Contract Manager is not in Panama, then a designated Alternate Contract Manager must be physically located in Panama and designated as key personnel 15 §5.7.12 100% fill rate — definition of scheduled hours "The Contractor shall maintain a fill rate of 100% for all scheduled hours." Please define 'scheduled hours' for CLIN 0002 — is this 24/7/365 (8,760 hours annually), or only the scheduled standby window? How are unscheduled emergency activations counted against the fill rate? Are scheduled rehearsals counted against fill or treated separately? JSCG-P (CLIN0002) on-call area support would be 24/7/365. JOTC-P (CLIN0001) is only the 21 days for each course conducted 10 times per year.
All activations of ambulance services (with exception of rehearsals) are expected to be unscheduled emergency activations, and fill rate is expected to be maintained at 100% during activations as well as during rehearsals.
| 16 | §1.1, §1.5.2 | Non-personal services classification | "This is a non-personal services contract..." | Please confirm that the non-personal-services classification means: (a) Contractor maintains the employer-employee relationship with all contract personnel; (b) Government does not supervise contract personnel; (c) Government surveillance is conducted under the QASP at the deliverable-and-performance level only. Are there any task-direction provisions that depart from this baseline? | This is a non-personal services contract to provide Basic Life Support (BLS) and Advanced Life Support (ALS) EMS in designated areas in Panama. There are no task-direction provisions that depart from the baseline. These areas include the Panama Canal Zone especially Colon, Cristobal Colon Aeronaval Base, the highway between Panama City and Colon, Panama City itself, and Panama Pacifico, but could change as required by the U.S. Government. |
| 17 | Cover SF 1449 / §1.4.1 | Period of performance start delay | "From 08 Jun 2026 to 07 Jun 2027..." | With award delayed past 08 June 2026, does the start date shift commensurately (and end date by the same number of days), or is the end date fixed at 07 June 2027 regardless of award date? | Yes, the start date will be adjusted and the end date will be 1 year after start date, with the option year being 365 days beginning immediately after the initial award period with no lapse |
| 18 | §1.6.2(a), Government Estimate | MINSA permit renewal posture | "...Resolución 04 dated 14 July 2021..." | MINSA Resolución 04 dated 14 July 2021, referenced in the solicitation, is in its renewal cycle and expires in July 2026. Does the Government require evidence of permit renewal as a condition precedent to award, or is evidence of renewal acceptable as a condition precedent to first JOTC-P rotation? | Evidence of renewal is acceptable as a condition precedent to first JOTC-P rotation. The contractor must immediately notify the Government if the permit is not renewed |
| 19 | Receiving Facility Protocol | Diversion / facility availability | "Panama Clinic will be used for all severe trauma injuries." | If Panama Clinic is unavailable at the time of activation (closed, at-capacity, mass-casualty diversion), what is the Government's expected diversion protocol? Is the on-scene U.S. medical authority's diversion decision documented in advance via standing routing instructions, or determined real-time at activation? | If Panama Clinic is unavailable at the time of activation (closed, at-capacity, mass-casualty diversion), the expected diversion protocol would be to Hospital Nacional. The on-site U.S. medical authority can overrule diversion protocol at real-time activation. |
| 20 | Option Year | Option exercise notice | "Option Line Item 1001/1002..." | What is the Government's minimum notice period before the Option Period start date for option exercise? Standard FAR practice ranges from 30 to 60 days; please confirm the applicable window for this acquisition. | The Government may extend the term of this contract by written notice to the Contractor within 30 days of base/period expiration date; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. FAR 52.217-9 is incorporated into the solicitation. |
| 21 | DOW vs DOD references | Terminology consistency | "...DOW civilians..." appears throughout | The solicitation uses 'Department of War (DOW)' as the customer designation throughout. Please confirm this is the current preferred terminology for all contract documents, deliverables, and external communications. | Department of War (DOW) is the preferred terminology. |
| 22 | §1.5.1, §1.5.1.2 | QASP delivery to Contractor | "The Contractor's Proposed QCP shall be submitted to the Contracting Officer..." | Will the Government provide its Quality Assurance Surveillance Plan (QASP) to the Contractor at award, so the Contractor's QCP can mirror it one-for-one? Or does the Contractor design the QCP from the PWS Performance Objectives in Technical Exhibit A and the Government applies QASP independently? | The government will not provide the contractor the QASP. The PRS in the PWS TE is sufficient for the contractor to create their own document. The Government will require fully unimpeded access to contractor personnel records, vehicles, and equipment during period of performance to conduct QASP. |
| 23 | I | Change control trigger lead time | "...written change control..." | What is the minimum lead time the Government will provide for a written change control request, from receipt by Contractor to required implementation date? This affects mobilization timing for surge events (additional dedicated asset, mass-casualty support, etc.). | The PWS does not contain term "…written change control…" in §1.4(o). The Government will provide a schedule of course rotation dates 30 days in advance of the execution timeline for JOTC-P coverage, and on-call coverage is continuous for JSCG-P area support. |
| 24 | §1.4(p), FAR 52.228-3 | Defense Base Act (DBA) insurance | FAR 52.228-3 / DBA statute applicability to performance overseas | Will this contract require Defense Base Act (DBA) workers' compensation insurance per FAR 52.228-3 / the Defense Base Act? If yes, is DBA premium an allowable, reimbursable cost line, or is it deemed included in the firm-fixed-price rates? | Yes, Defense Base Act (DBA) workers' compensation insurance is required. There will not be a reimbursable cost line. Defense Base Act (DBA) workers' compensation insurance is deemed included in the firm fixed price rate. |
| 25 | §1.4, §1.5.4.2 | Iteration kickoff lead time | 21-day rotations for JOTC-P training iterations | What is the minimum lead time the Government will provide to the Contractor before each JOTC-P training iteration (21-day rotation) kickoff? Is this lead time consistent across all iterations, or does it vary by iteration type or training cohort? | Answered in §1.4(e) The Government will provide a schedule of rotation dates 30 days in advance of the execution timeline. |
| 26 | 5.2.3 | Malpractice and Indemnification for Subcontracted Foreign Entities | PWS 5.2.3 requires the Contractor and all subcontractors to meet the requirements of FAR Clause 52.237-7, Indemnification and Medical Liability Insurance. | Will the Government confirm that professional medical liability insurance issued by a Panamanian insurer to the local operating subcontractor satisfies this FAR requirement, provided the U.S. Prime Contractor is fully indemnified? | Yes, professional medical liability insurance issued by a Panamanian insurer to the local operating subcontractor satisfies this FAR requirement, provided the U.S. Prime Contractor is fully indemnified. |
| 27 | Response Time & Highway Coverage | The PWS requires a ≤15-minute response time for JSCG-P area support along the highway between Panama City and Colón. | Does the Government expect the Contractor to stage multiple ALS units at different points along this corridor to achieve the 15-minute response standard, or is a different response model acceptable? | Any response model that ensures ≤15 minute response time to all included areas with fully staffed ALS ambulance is acceptable. | |
| 28 | Dispatch & Call Initiation | Will ambulance responses for JSCG-P missions be initiated through Panama’s national 911 dispatch system, or will calls be placed directly to the Contractor? | Calls will be placed directly to Contractor for dispatches under this contract. | ||
| 29 | Patient Tracking | The PWS references “patient tracking" | Does this requirement refer to a procedural system (SOP with regional support personnel to track and coordinate handoff from scene to receiving facility), or does it specifically require a technological tracking solutions such as GPS patient tracking or remote sensors? | This refers to a procedural system which ensures accountability for the location and care of patients from the time of initial dispatch until confirmed handoff with designated receiving medical treatment facility with details including time stamps for initial notification, response time, all medications & procedural interventions, diagnoses and assesments, and name and credentials of all involved personnel to include receiving physician. | |
| 30 | Scope of Practice & Augmentation | The PWS requires care that exceeds the Panamanian ALS standards in certain areas. | When Panamanian Ministry of Health ALS scope of practice is more limited than what is needed to meet the PWS, is the Contractor expected to augment equipment, protocols, and training to meet the higher standard? | The Contractor must augment care to meet the level of care specified in the contract in addition to meeting Panamanian MINSA minimum ALS standards |
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