QUESTIONS and Answers for Comprehensive Information Medical and Security Assistance Support Services for International ATTACHMENT B.pdf

Attachment B Comprehensive Information, Medical & Security Assistance

Support Services for International Travelers Questions & Answers (Q&A) Worksheet - Solicitation 12318726R0002

Note: Please see the answers in red

Document

(PWS, SOW,

etc.)

Page & Paragraph Number Question

SOW P3 Technical Requirements

What are the locations for the 5 individuals stationed abroad? TBD. At the moment, we do not have any individuals overseas, but in the past we have had individuals in Palau, Germany, Japan, Ecuador and Portugal.

SOW P3 Technical Requirements

Approximately, how many individual travelers make up the 900 international trips per year?

Approximately 500. Although, we do anticipate the number of trips and individual travelers to be significantly lower in the next few years (maybe half).

SOW P5 Technical Requirements - Security Services and Evacuations:

Mandatory

What are you looking for in a case management documentation system? If specific requirements are not mentioned, the contractor should propose a solution.

SOW P5 Technical Requirements – Desirable

Do you want pricing for employees only and employees + families? Would pricing for employees + families only be for FS employees stationed abroad on long-term assignments? The additional travel and accommodation is in instances of an injury when a family member needs to join the employee to accompany them back home. It is not meant for long-term assignments.

SOW P3 Technical Requirements

Can you share how many medical and security calls and evacuations you had in the previous years? We do not have information on the number of calls, but there have not been any significant evacuations in the last several years.

Document

(PWS, SOW,

etc.)

Page & Paragraph Number Question

SOW P3 Technical Requirements

Can you share the general locations of the 900 trips? The Forest Service works in nearly 100 countries worldwide.

SOW P1 Schedule of Services and Prices/ P2 AGAR 452.216-73 Minimum and Maximum Contract Amounts (FEB 1988)

The unit of issue is listed as “lump sum.” The Government shall place orders totaling a minimum of $1,000, but not in excess of $2,000,000.00. How does the Government define “lump sum?” Is this per trip? Per traveler? It is the amount that comprehensive information, medical &U security assistance support services would cost for 1 year.

SOW P4 Technical Requirements;

Medical Support and Evacuation Services:

Mandatory

Re: Access to its own (owned or contracted) medical clinics or medical providers that meet the standards for U.S. health care providers and its own fleet of air ambulances for locations where these standards cannot be met by local providers.

Is it sufficient if the offeror has vetted facilities worldwide and contracted access to air ambulances? Please review the language – it states Access to its own (owned or contracted) medical clinics or medical providers that meet the standards for U.S.

health care providers and its own fleet of air ambulances for locations where these standards cannot be met by local providers.

That is how the Government will be reviewing all proposals.

SOW P4 Technical Requirements;

Medical Support and Evacuation Services:

Mandatory

Re: Dispatch of medications and supplies, as necessary (lost/stolen/unavailable meds)

Is the dispatching of these medications and supplies billed separately, as is the remote medical provider payments? Yes.

SOW

P5 Technical Requirements;

Enrollment –

Re: Trips will be entered by travelers and approved by supervisors in Government’s travel system (ETS2), once approved the trip information should automatically feed into the

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(PWS, SOW,

etc.)

Page & Paragraph Number Question

Coverage:

contractor’s system and enrollment will be complete. For travel booked outside of the Government’s travel system, trip details will be entered into SalesForce and then pushed to the contractor’s system for enrollment to be complete.

Will the government send a list of employees for proactive enrollment? No as not all employees travel internationally.

SOW

P5 Technical Requirements;

Enrollment – Coverage:

Is ETS2 hosted on SAP Concur/Concurgov?

If so, does ETS2 follow Concur's API documentation for retrieving travel information? If not, can API documentation or any documentation on exporting records from ETS2 be provided? It is hosted on SAP Concur/Concurgov.

Addendum… Instructions to Offerors

P16 (a) General Instructions

The RFP mentions competition of the SF1449; however, it doesn’t appear to be attached. Can the government please provide the SF1449? Yes, the 1449 and schedule of items has been attached – in SAM.GOV.

ADDITIONAL QUESTIONS AND ANSWERS:

• Does your current provider offer all the functionality and requirements listed within this RFP? If not, what are the key gaps for you? Yes, they do.

• With regards to ETS2 and Salesforce is there an API available which would allows push or pull approved travel data to an approved schema? Yes.

• For Salesforce integration, is the expectation real-time updates or periodic/batch uploads? Real-time.

• Can you please advise on your proposed go live date? As soon as possible.

• Who is the current provider supporting Forest Service’s travel risk management program? International SOS

• Do you have any employees or other personnel living and working in sanctioned locations? Do your employees or other personnel travel to sanctioned locations or locations with regulatory restrictions? If yes to either question, please provide details. No.

• What Travel Management Company(s) does the Forest Service currently work with? How many Unique Data Connections (PCCs) does the Forest Service expect to integrate into the traveler tracker? We only work with one, ETS2.

• What is your annual PNR volume? Approximately 500 for previous years, but we expect that number to be around half in the next few years.

• How many employees (travelling and non-travelling) are you looking to monitor on the system? All international travelers traveling at that given moment.

It would not include domestic.

• Travelers i.Domestic ii.International

• Non-travelling Employees

• How many travellers and non-travellers are you looking to monitor on the system? See above

• Please can you advise how many assets the Forest Service have or might like to monitor i.e offices, facilities. Would the Forest Service want to assign travelling and non-travelling people to assets? No offices or facilities.

• Please provide your estimated number of sites moving forward over the next 1-

3 years. Zero.

• How many Administrators will require access to the Travel Tracking platform? 5

• Do you have a travel approval process for trips? Yes

• How many recipients of reports does the Forest Service require? 5

• How much travel is booked outside of your corporate TMC process? Less than

10%

• Do you require Single Sign On (SSO)? Yes

• Does the Forest Service have an insurance policy or is it 100% self pay? If there is an insurance policy would we need to bill them directly for any incurred expenses?

Each employee has their own insurance that could be a different policy. If injured on the job, the Forest Service works with the Department of Labor to process worker’s comp claims.

• Which insurer provides your business travel cover? See above.

• How many medical related cases does the Forest Service have annually? 5 or less

• How many security related cases does the Forest Service have annually? We have had no security related cases in the last several years.

• To give us a better understanding of your current utilisation, please could you share the following data: We do not have this data.

o Number of calls (to the current medical assistance provider):

o Number of calls (to the current travel security provider) o Breakdown of medical and security cases

• Would Forest Service be open to reviewing our contract? You must submit your proposal by the required date. We will not review proposals prior to that date.

o If there are any terms we cannot agree with, are we able to submit a mark-up copy with our comments in, which state why we don’t or can’t agree or what changes we’d like or need. No, please address this in your proposal and indicate any areas where your company cannot meet the terms and conditions and why.

• We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

This is a solicitation, and the services were performed before

• If not brand new, could you please provide the current / previous contract number?

• The previous contract# 12318719R0005

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