Question and Answers Medical Support Assistants NIH Clinical Center.pdf

QUESTIONS ANSWERS

Incumbent information The current contractors performing these services are:

BGE Consulting American Staffing

Is the May 8 deadline a typographical error?

The deadline has been extended through May 15, 2026.

Is this action utilizing Simplified Acquisition Procedures?

Simplified Acquisition procedures in combination with FAR 15.

Will NIH eliminate the requirement to submit a mailed and printed copy of the technical proposal, so that only an electronic submission is required?

In order to conduct evaluations, a mailed and printed copy is required.

Can NIH clarify the distinction in roles and responsibilities between the General Clerk III (MSA) position and the PSSD Medical Support Assistant (MSA) position?

Please refer to the SOW pages 1-8

Can NIH provide clarification on the roles, responsibilities, and functional distinctions between the PSSD Medical Support Assistant (MSA) and the PSSA Lead positions

Please refer to the SOW pages 1-8

Are there two (2) Program Managers (PMs) required with resumes, one for Task 1 Nursing MSAs and one for Task 2 PSSD MSA? The pricing Attachment 3 references a Program Manager (Supervisor) and a PM Health and Welfare.

Yes, 2 program managers are needed one for each task area.

Due to the turn-around requirements on this bid, and since questions might not be answered until mid-next week, we request that the Government provide a one (1) week extension of the due date until Friday May 15th.

Any changes to the solicitation, including an extension of the proposal due date, will be communicated to all prospective Offerors via formal amendment to the RFQ, if deemed appropriate by the Contracting Officer.

Are the incumbent Medical Support Assistants currently compensated under Service Contract Act (SCA) / Service Contract Labor Standards (SCLS) , and if so, please provide the Wage Determination number.

The Wage Rate Determination Number is 2015-

Please confirm that per Page 20 of the Solicitation, we must submit our proposal both Electronically and also via a printed copy delivered? We would normally experience that just an Electronic submission would be required.

Yes, we require both electronic and paper.

Solicitation says the NAICS code 561110 has a size standard of $7.5. Can you please correct this?

NAICS code is 56110.

Current SBA standard size is $12.5M. This was a typographical error.

Is there a dress code for the staff?

What is it? For the Medical Support Assistant? For the Program Managers?

Please refer to SOW page 12

The Evaluation Factors state “Offeror shall indicate the time frame in which the NIH Clinical Center can expect to receive profiles” What documents are to be included in “profiles”?

A description of the proposed candidates skills and experience for the performance of the tasks in the

SOW.

How will the Government validate hours worked? Does the Government require the Medical Support Assistants to input hours into a Government timekeeping system?

Vendor shall use their own internal tracking system.

To minimize the use of multiple subcontractors, will the government consider the submission of 3 subcontractor

It will not be considered.

references even if they are from a single proposed subcontractor?

Is there office space available on-site for the Program Manager?

Office space is available in Building 10.

The solicitation documents did not include a past performance questionnaire? Can you provide a copy? Or can we provide past performance questionnaires that have been previously completed?

There is no PPQ. Vendors can provide your own format.

The Solicitation states that “The Contractor (and/or subcontractor) shall have an independent third-party validate the security and privacy controls in place for the system(s).” Is the cost of an independent third-party at the expense of the Contractor?

The cost is at cost of the Contractor.

Does the government have or provide a scheduling system in which the Contractor completes the schedule for services that are needed?

The contractor provides the schedule.

“The government will provide all training required to perform the duties of the specific Medical Support Assistant role at the NIH Clinical Center.” What does this training entail?

Please refer to SOW page 6

“The government reserves the right to request the removal and replacement of any of the Contractor’s employees if the employee fails to successfully complete orientation…” What does the orientation entail?

Please refer to SOW page 6

“If the contractor staff fails to deliver or perform the services within the specified orientation period or any extension…” How long is the orientation period?

a. How does the Government determine a contractor is “failing”?

b. Is there historical data as to how many (on average MSAs are needed during the weekday day shifts, weekday evening shifts, weekday night shifts, weekends, and federak holidays?

The orientation period may be up to 60 days.

Failing is not performing the tasks to an acceptable level.

Please use the estimates on the pricing workseet.

How far in advance does the Government provide the contractor with the number and types of projected shifts needed?

For example, will the Government provide a schedule 30 days in advance for the Contractor to complete with scheduled shifts and identify the MSAs that have been scheduled to work?

Advance notice of schedule is contingent upon where the MSA is assigned/tour of duty.

Pricing Worksheet:

Should the rate for the General Clerk III be a fully burdened rate for the MSA working a weekday day-shift?

If yes, that would include our Health & Welfare Stipend. So how what would we list in the MSA Health & Welfare stipend row?

Use fully burdened rate when applicable.

Should the Health & Welfare rate also include our full build up of taxes and insurances, G&A, Overhead, and profit?

The same would apply for the MSA Evening/Night Differential? Would that be $3.50? Or would that be the fully burdened rate to include the base pay rate + shift differential + Health & Welfare stipend, taxes, liability insurance, overhead, G&A and Profit?

For IT Licensing: What is this for?

Leave blank, if it does not apply.

What items are considered ODCs?

Will the Government provide a standard amount?

If there are ODC that you wish to include in your pricing, this is the section to put it on. No, we are not providing a standard amount.

Please confirm (a) the number of hard-copy sets required, (b) acceptable carriers (USPS/UPS/FedEx), (c) any delivery deadline beyond postmark, (d) whether signature/receipt confirmation is required, and (e) whether binders must be separate for Task 1 and Task 2 (the RFP says “separated and clearly marked,” but not the quantity).

1 printed copy of the technical proposals received at the address provided by the stated deadline.

The RFP requires an email submission—please confirm file format(s) (PDF only?), max email size, and whether Section 508 compliance applies to the proposal files themselves or only to post-award deliverables.

No file format requirement was included in the solicitation.

Please provide estimated FTEs/hours per unit for Task 1 (Nursing) and Task 2 (PSSD) to inform pipeline sizing and float coverage planning

Please fill out the worksheet as requested.

Please clarify typical cross-training scope, advance notice, and overtime authorization (who approves on-shift).

Cross training requirements/OT authorization are coordinated with the contractor program manager and the COR

Differential Rates – NIH provides a baseline differential (Evenings/Nights $3.50/hr, Weekends $5.00/hr, Holidays 1.5× base, stacking cap $12/hr). Are these fixed by NIH, or may offerors propose differentials that comply with SCA/WD?

Cross training requirements/OT authorization are coordinated with the contractor program manager and the government (PSSD) leadership

Billing in Closures – MSAs are emergency-essential and must report even during Official Closure/Liberal Leave. Please confirm billing rules (e.g., differentials/overtime and travel/time allowances) when clinics remain operational

This is billed at the regular rate, there is no special rate for having to report in an emergency

Applicable WD – Please identify the current DOL Service Contract Act Wage Determination (WD #, revision) for this worksite and confirm NIH will permit equitable adjustments for WD updates.

The Wage Rate Determination is 2015-4269

Incumbent(s) & CBA – Please identify the incumbent contractor(s), current staffing levels, and any CBA considerations affecting wages/differentials or transition.

There is no current CBA.

Deliverables Cadence – Please provide a complete deliverables matrix (e.g., staffing logs, attendance/tardiness notifications, CAPs, training certificates, differential summaries), with due dates, recipients (CO/COR), and format.

A complete list of deliverables will be provided to the successful awardee upon award, including applicable reporting requirements, due dates, recipients, and required formats. The contractor shall comply with all post-award deliverable instructions issued by the Government.

Will the government share historical information so that

Historical pricing data is not shared.

offerors can estimate ODCs, IT licensing, and travel?

What should be included in Admin Cost in Attachment 3?

If there are Admin Cost that you wish to include in your pricing, this is the section to put it on. No, we are not providing a standard amount.

Are the annual productive hours for General Clerk III (MSA) 1882.5?

Are the annual productive hours for PSSD MSA 1920?

Are the annual productive hours for the Program Manager 2080?

Please fill out the worksheet as requested.

Would the government consider an extension if QA cannot be immediately resolved?

Any changes to the solicitation, including an extension of the proposal due date, will be communicated to all prospective Offerors via formal amendment to the RFQ, if deemed appropriate by the Contracting Officer.

Could the Government clarify the intended period of performance structure and confirm whether the Base and Option periods are one year or two years in duration?

One year base + two 1-year option periods.

Are the labor hour quantities reflected in Attachment 3 (Pricing Worksheet) the guaranteed minimum, the estimated annual usage, or the maximum ceiling for this Labor Hour IDIQ? Please confirm the guaranteed minimum quantity if applicable.

Pricing worksheet does not reflect guaranteed minimums, ceilings, or estimates. The worksheet will be used for price analysis.

The solicitation does not specify a page limit, font size, margin, or line spacing for the Task 1 and Task 2 technical proposals. Please confirm whether any such limits apply, or whether offerors may determine reasonable proposal length at their discretion.

Please refer to the solicitation and use reasonable judgement.

Section H states the Government anticipates one or two awards from this solicitation. Will the Government evaluate Task 1 and Task 2 independently and select the highest-scoring offeror per task

Tasks will be evaluated independently.

(potentially resulting in two awardees), or will offerors be evaluated on a combined basis for a single award?

Will the Government issue a standardized Past Performance Questionnaire directly to the references provided by each offeror, or is the offeror responsible for collecting and submitting completed reference responses with the proposal?

There is no PPQ. Vendors can provide your own format.

Article H.2 incorporates a comprehensive Security Assessment and Authorization (SA&A) package, including System Security Plan, independent third-party assessment, contingency plan, and POA&M. Given that Position Sensitivity is designated Level 1 (NACI), all IT is government-furnished, and contractor staff operate exclusively on NIH-provided systems, please clarify whether the full SA&A regime in Article H.2 applies to this contract, or whether it applies only to the extent the contractor operates a system that handles government data outside of NIH infrastructure.

Please confirm whether Position Sensitivity Level 1 (NACI) is the final designation for all MSA positions, including those processing patient travel vouchers and admission registrations with direct access to CRIS and other patient-record systems.

NACI is required for onsite staff.

Please confirm whether NIH Clinical Center mandatory training (including CC and CCND New

Security IT training may be done remotely before start date and this is not compensated. All other

Employee Orientation, computer-based training modules, and systems training such as CRIS, Enterprise Scheduling, and i-Med) is delivered exclusively on-site at Building 10, Bethesda, or whether any portion is available remotely.

Please also confirm whether contractor personnel hours during government-provided training are billable to the contract.

training is done onsite during orientation and scheduled shifts

The SOW lists specific medical clearances required prior to assignment (Hep B, MMR, Varicella, Influenza, TB testing, drug screen, physical exam). Are any additional vaccinations or medical clearances currently required by NIH Clinical Center policy beyond those listed, including any current COVID-19 status requirement?

Government vaccine and medical clearance requirements are subject to change. The successful awardee will be informed of all current vaccination and medical clearance requirements upon award, including any additional requirements beyond those identified in the solicitation and any then-current COVID-19-related requirements, if applicable.

The Pricing Worksheet includes a "PSSA Lead" line at 1,920 hours but the SOW does not separately define this role. Please clarify the role, scope, and supervisory relationship of the PSSA Lead position, including whether it is a working lead, a Task 2 supervisor distinct from the Program Manager, or a Task 2 Program Manager equivalent.

This is a typo. This is PSSD Lead, equivalent to Task 2 Program Manager.

Given the anticipated award date of May 29, 2026 and a performance start date of June 1, 2026, will the Government allow a phase-in transition period with the incumbent contractor during May and June, or is full performance expected on June 1 with all contractor personnel badged and oriented?

A transition period will be considered.

Were the labor-hour estimates in Attachment 3 developed based on current Clinical Center patient volume and operating posture, or do they reflect a pre-2025 baseline?

These are estimated hours.

Can the Government provide historical or estimated staffing levels (FTEs by shift, location, and task area) for both Nursing Department MSA and PSSD MSA functions, including expected ratios of day/evening/night/weekend coverage?

The pricing worksheet has the estimated labor hours.

Will the Government provide incumbent contractor information, including current staffing levels, labor categories, pay rates, and retention statistics, to support transition planning and ensure continuity of services?

The current contractors performing these services are:

BGE Consulting American Staffing

Can the Government clarify whether pricing should be based on a defined level of effort (e.g., estimated annual labor hours by task) or if offerors are expected to independently develop staffing models and total hours?

Additionally, will the Government provide a not-to-exceed ceiling or estimated total contract value?

Pricing is based on level of effort. The ceiling is anticipated to be $25 million over the next 5 years.

The evaluation criteria state that “resumes shall be provided for the Program Manager”. Please confirm that only one (1) Program Manager resume is required for submission.

One program manager’s resume for each task area is requested.

Given that the requirement includes both Task 1 and Task 2, please confirm whether a single Program Manager may support

One program manager for each task area.

both tasks, or if separate Program Managers (and resumes) are required for each task.

Are letters of commitment or availability required for the Program Manager at the time of proposal submission?

The letters of commitment are not required.

Please clarify the requirement for hard copy proposal submissions, specifically whether delivery must be completed and received by the proposal due date and time, or if a postmark dated on or before the due date satisfies the submission requirement.

Printed copies must be received at the deadline stated.

Reference Section L: Does the Government require the Business/Price Proposal to be submitted via hard copy (physical mail), or is an electronic submission via email or a designated portal (e.g., SAM.gov) sufficient?

Only the technical proposals are required to be submitted via hard copy.

Regarding the instruction that "Technical proposals for Task 1 and Task 2 must be separated and clearly marked," please clarify if this necessitates the submission of two distinct, stand-alone digital files/physical binders, or if the tasks should be submitted as clearly delineated sections within a single comprehensive document.

Two distinct, stand-alone digital files/physical binders is preferred.

Per FAR 15.208, please confirm that proposals must be received by the Contracting Office no later than the date and time specified in Block 9 of the SF-33 (May 8, 2026).

Printed copies must be received at the deadline stated.

Will the Government consider a postmark date as evidence of timely submission if the physical delivery is delayed?

Please clarify the minimum "Key Personnel" requirements for the Project Manager (PM) position.

Specifically, does the Government mandate a minimum education level (e.g., Bachelor’s Degree), a specific number of years of relevant experience, or professional certifications (e.g., PMP or Lean Six Sigma)?

Please refer to the SOW page 9

Are offerors required to provide a proposal for both Task 1 and Task 2 to be considered for award, or will the Government accept "partial" proposals for a single task?

Offerors are to propose for both task areas.

Section A states “Contract Type:

Labor Hours IDIQ”; Section H states “the award from this solicitation will be labor hours” and the address block in Section A references a “BPA Issuance.”

Please clarify whether the resulting instrument is an IDIQ, a BPA, or a single Labor-Hour contract, and whether minimum and maximum order values apply.

This is a typo. The awards are expected to be IDIQ labor hours.

Section H states “one or two awards will be made.” Please clarify the criteria the Government will use to determine whether to make one or two awards, and whether an offeror may propose on only one Task.

Task 1 and Task 2 will be evaluated independently.

Attachment 3 includes a separate Health & Welfare line for the

The hourly rate is to be fully burdened.

General Clerk III (MSA), but no corresponding H&W lines for the PSSD MSA (48,000 hours) or the PSSA Lead (1,920 hours). Please confirm whether the PSSD MSA and PSSA Lead are SCA-covered positions, and if so, how H&W should be reflected in the Pricing Worksheet.

Attachment 3 – Pricing includes line items for IT Licensing and Travel under Other Direct Costs.

The Statement of Work indicates that all work is performed onsite at the NIH Clinical Center, Building 10, Bethesda, with the Government providing office space, computers, and access to all required systems (CRIS, NBS, Enterprise Scheduling, i-Med, etc.). Please clarify: (a) what IT Licensing the contractor is expected to provide, given that all referenced systems are Government-furnished; (b) what travel is anticipated, given the fully onsite nature of the work; and (c) what “Admin Cost” is intended to capture, and whether it should be expressed as a percentage or a dollar amount.

Leave blank, if they do not apply.

Both Tasks require offerors to address surge requirements and fluctuating day-to-day staffing needs. Please provide historical data on the magnitude and frequency of surge requests over the past 12–24 months (e.g., average and peak additional FTE requested).

The current contractors performing these services are:

BGE Consulting American Staffing

No instructions are included, so would the Government please clarify what the "rate" (columns C, G, and K) is supposed to

Fully burdened rate is to be proposed.

represent? Is it the fully burdened bill rate (inclusive of wages, fringe benefits, overhead, G&A and fee)?

Would the Government please clarify what the rate for MSA Health and Welfare (row 6) and PM Health and Welfare (row 11) is supposed to be? WD H&W generally is included within a company's fringe benefits rate.

Fully burdened pricing is negotiated with the CO after award. The MSA pay rate will be General Clerk III plus health and welfare and differential where appropriate.

Are there "plug" Not-To-Exceed amounts that can be provided so all offerors propose based on the same amounts? If not, what is expected in these rows as there are no requirements in the SOW that appear to relate to these categories?

Please fill in the rate column.

What is the "Admin Cost" for row 23 supposed to represent?

Leave blank, if it does not apply.

Attachment 2 assigns point values to technical factors, including Management Plan / Corporate Resources, Related Experience, Key Personnel, and Past Performance. Please clarify how price will be evaluated and whether award will be made using best value tradeoff, lowest-price technically acceptable, or another evaluation methodology.

Best value trade off – with technical being more important than past performance and price.

The solicitation states that hand deliveries are not accepted. Please confirm acceptable delivery methods for the printed technical proposal, including commercial courier, FedEx, UPS, or USPS.

Any courier is acceptable. This is a secure building facility.

Please confirm whether Attachment 3 Pricing Worksheet should be submitted in Excel format only, PDF format only, or both Excel and PDF.

Excel is preferred.

The SOW requires a structured, stackable shift differential pay plan with evening, night, weekend, holiday, and stacked differential treatment. Please confirm whether offerors must price the Government-provided differential amounts exactly as stated or may propose alternative differential structures if they meet or exceed recruitment and retention needs.

Fully burdened pricing is negotiated with the CO after award. The MSA pay rate will be General Clerk III plus health and welfare and differential where appropriate.

Please clarify whether holiday premium hours should be priced as 1.5 times the base hourly rate in Attachment 3 and whether holiday premiums are subject to the $12.00 stacked differential cap.

Fully burdened pricing is negotiated with the CO after award. The MSA pay rate will be General Clerk III plus health and welfare and differential where appropriate.

Please confirm whether offerors should include overtime pricing in Attachment 3 or whether overtime will be authorized and billed separately at the task order level.

Overtime is limited and must be pre-approved.

The SOW states that the contractor shall be able to provide several resumes for review within five business days of request.

Please confirm whether this requirement applies after award during performance, or whether offerors must submit MSA resumes with the proposal.

The requirement applies after the contract is awarded, not as a proposal submission requirement, unless the solicitation specifically states that resumes must be submitted with the proposal.

Who is the current prime contractor performing the NIH Clinical Center Medical Support Assistant requirement? Please confirm whether this is a recompete of an existing contract or a new requirement. If a recompete, please provide the incumbent contract number and current period of performance end date.

The current contractors performing these services are:

BGE Consulting American Staffing

The SOW establishes a shift differential schedule (Evening/Night: $3.50/hr, Weekend: $5.00/hr, Holiday: 1.5x base hourly rate, stacked cap:

$12.00/hr). For the holiday premium of '1.5x base hourly rate':

does 'base hourly rate' refer to the SCA/Wage Determination base wage rate or the contractor's proposed fully-loaded bill rate?

Please clarify for invoicing and pricing purposes.

Fully burdened pricing is negotiated with the CO after award. The MSA pay rate will be General Clerk III plus health and welfare and differential where appropriate.

Attachment 3 lists 'PSSD Lead' as a separate labor category from 'PSSD MSA.' Please confirm whether the PSSD Lead is a distinct SCA occupation code and Wage Determination category from the General Clerk III/PSSD MSA, or whether the PSSD Lead is the same WD occupation code at a higher step. Please also describe the key distinctions in duties or supervision responsibilities between the PSSD MSA and PSSD Lead.

SCLS classification is based on the actual duties performed and the applicable wage determination, not title alone.

Unless the lead role has materially different duties or maps to a separate listed classification, it would generally be treated as the same WD occupation family as the PSSD MSA / General Clerk III (Admin III for PSSD), with higher-level coordination responsibilities rather than a separate code.

(PSSD)

The Evaluation Criteria state that the Program Manager will be 'onsite and full time.' Does 'onsite' require the Program Manager to be physically present at the NIH Clinical Center five days per week, or is a hybrid schedule (e.g., 3 days onsite / 2 days remote) permissible? If hybrid is permissible, what is the minimum required onsite presence?

The Program Manager is a supervisory position and will be onsite 5 days a week, no remote work.

The solicitation does not specify a volume structure for the technical/management proposal.

Please confirm: Should the technical proposal, past performance, and price/business

Please refer to the solicitation.

proposal be submitted as separate volumes or as a single combined submission?

Is the program manager expected to perform any of the scope of work duties (Admissions, Reception, Patient record, clinical support, etc.) in addition to managing the staff?

The program manager is expected to be trained in all areas and be able to function in the MSA role as needed.

SOW requires an “On-site Supervisor” is this position the same as the Program manager (key personnel listed in Sol, page 8)?

Yes, it is the same position.

As this contract is a BPA with potential multiple award can you please confirm if all awardees will be issued an order for the Program Manager/Supervisor position?

This will be an IDIQ labor hours contract.

some full-time positions are listed at 1920 hour per year where others are at 2080. Can you please clarify which annual hours you would like bidders to use?

Please fill in your fully burdened rate on the appropriate column.

Sol, Page 10 Article H.2.1 details several SA&A requirement for a contractor system. Based on the SOW the contractor personnel will be utilizing government IT systems for their work on-site. Can you please confirm if the contractor system will need an ATO? If yes, can you please provide a detailed list of the type of data, amount, and storage/transmittal requirements needed?

- If it is required is this required at the BPA level or at the TO level?

ATO is not required.

Can you please clarify how the total evaluation will be scored? For both weighting of each task area and Pricing.

Best value trade off with technical being more important than past performance and price.

for contractor medical exams/vaccinations if you can please clarify if you want this listed in ODC or built into our LH rate.

Built into fully burdened rate