Attachment VIII Questions and Answers.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- W51AA126RA003
- Issued by
-
Department of the Army
About this file
This file is a Questions and Answers document for solicitation W51AA126RA003, addressing clarifications regarding the Basic Life Support (BLS) Emergency Medical Services contract for Tobyhanna Army Depot (TYAD). The Q&A covers operational requirements, staffing, licensing, training, equipment, reporting, and contractual terms. Key operational details include a maximum 30-day phase-in period for Pennsylvania Department of Health (DOH) licensing, staffing requirements of two certified EMT-B personnel during dedicated duty hours, and authorization to bill for services at contracted hourly rates (Time and Materials pricing for CLIN 0002). The government will provide a heated garage stall (10 feet wide by 25 feet maximum) for one BLS Type III or smaller ambulance during regular duty hours only; overnight and weekend parking are prohibited. The contractor's primary mission is TYAD response only, with no mutual aid responses permitted off-site using TYAD-based personnel or equipment.
Additional clarifications address training responsibilities (approximately 1-2 CPR and Stop the Bleed sessions monthly at general public level with support from contractor but credentialed instructors provided by TYAD), AED inspection duties (monthly documented visual inspections with deficiency reporting to TYAD F&ES), and administrative requirements including monthly reporting via government-supplied spreadsheet, segregation of costs by CLIN, and cost documentation in accordance with Federal Acquisition Regulation standards and Pennsylvania State DOH guidelines. After-hours emergency response remains the contractor's responsibility, achievable through organic staffing, mutual aid agreements, or subcontracting, with the contractor ultimately responsible for ensuring all Performance Work Statement requirements are met. Current Pennsylvania ambulance license is not required at proposal submission but must be obtained within 30 days of award, and all offerors must maintain active SAM.gov registration.
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Sheet1
QUESTIONS AND ANSWERS 1
Solicitation W51AA126RA003 Basic Life Support - Emergency Medical Services
| QUESTIONS | ANSWERS | |
| 1 | Attachment I of the solicitation states that contractors are responsible for maintaining "a licensed, transport-capable BLS ground ambulance." Would the government allow a 60-day transition/phase-in process for out-of-state experienced federal contractors to obtain an Emergency Medical Service (EMS) operating license in the state of Pennsylvania? | Page 8 (5): At the time of phase in and prior to commencement of services, the contractor shall provide the COR with a copy through email in PDF format of the contractors current PA DOH Licensure for the BLS level of service. Maximum phase in time shall not exceed 30 days from date of contract award. |
| 2 | If the above question is answered in the affirmative, should out-of-state offerors provide detailed licensing plans for the agency within its technical proposal? | N/A |
| 3 | Is this upcoming requirement bound by the McNamara-O'Hara Service Contract Act (SCA) Wage determination #2015-5757 or any SCA Wage Determination? | See page 10 of Solicitation W51AA126RA003: WAGE RATES |
| 4 | What are the anticipated fluctuations in demand for BLS-EMS services, and how will these impact staffing requirements beyond regular duty hours? | See the Performance Work Statement Page 4 (f) and Pages 32-34 |
| 5 | Are there any specific performance metrics or historical data available regarding response times that would help in developing a more precise staffing plan? | See the Performance Work Statement Page 26, 2(b) and Page 27 c (1) |
| 6 | Regarding the drug testing program, are there any specific reporting requirements or data points that need to be submitted to the government beyond the contractor's internal documentation? | No, See the Performance Work Statement Page 5 and 6. |
| 7 | Is there a requirement for the contractor to participate in base-wide safety drills, emergency preparedness exercises, or active shooter/mass casualty events? | Yes. Performance Work Statement Page 4 (e) and Page 30 (b) |
| 8 | Can you clarify the expected number of CPR and Stop the Bleed training sessions to be conducted annually under this contract? | Approximately 1-2 Training Sessions per month, depending on demand. TYAD F&ES provides the credentialed instructors, BLS EMS Contractor will assist in a support role for CPR/STB Training during normal duty hours when not enaged in any other core requirements. |
| 8a | Is there a historical average or a projected frequency (monthly, quarterly, or as-needed)? | Monthly and or as needed for mission requirements |
| 8b | What is the average class size anticipated for each training event? Is there a minimum or maximum number of students per session? | Approximately 20 Students, but can fluctuate depending on demand and mission requirements |
| 8c | Should CPR training be conducted at the Healthcare Provider (BLS for HCP) level or the general public / Heartsaver CPR and First Aid level? | General Public / Heartsaver CPR and First Aid Level |
| 8d | Will the contractor be required to issue physical or digital certification cards to participants, and if so, will the cost of these cards be reimbursed or included in the contract pricing? | No. Contractor is not required to lead the training or provide certification cards. Contractor would support credentialed instructors provided by TYAD F&ES |
| 8e | Will classroom space, audio/visual equipment, and training mannequins be provided by the Depot, or is the contractor expected to provide all instructional materials and logistics? | All instructionional materials and class rooms are provided by TYAD |
| 8f | Will the Government require the contractor to maintain training records (e.g., attendance rosters, certification logs), and if so, for how long and in what format? | Yes. See Attachment I Performance Work Statement Paragraphs 1.5.C. and 2.5 and 6.1 and Attachment III Quality Assurance Surveillance Plan Section 6.1 |
| 9 | Can the Government clarify the full scope of AED inspection responsibilities expected of the contractor? | TYAD F&ESB will retain primary responsibility for AED Inspections. BLS EMS Contractor will assist TYAD Inspectors during monthly and yearly inspections during normal duty hours when not enaged in any other core requirements. |
| 9a | Is this a visual inspection only, or does it include functionality testing and documentation? | Monthly Inspections are documented visual inspections. |
| 9b | Is the contractor responsible for maintaining AED pads, batteries, or performing unit replacements, or is this limited to inspection and reporting deficiencies to base personnel? | No. Limitted to inspection and reporting deficiencies to TYAD F&ES |
| 9c | If deficiencies are found (e.g., expired pads or depleted batteries), is the contractor expected to remediate them directly or simply report to a designated Government point of contact? | No. Report to TYAD F&ES |
| 9d | Are there existing AED checklists or reporting templates required to be used by the contractor, or is the contractor permitted to use its own standardized inspection forms? | TYAD F&ES will provide AED checklists and reporting templates. |
| 9e | Are there specific inspection intervals required (e.g., monthly, quarterly)? Will the contractor be required to log inspections electronically or in paper form? | Monthly. Currently, inspections are logged in paper form |
| 10 | Can you confirm whether staffing requirements must include a driver and EMT, or two certified EMTs for the BLS unit during dedicated hours? If a shift is covered by an Advanced EMT or Paramedic at the contractors expense can they operate at their scope of practice? | See Performance Work Statement page 3, 2(b) and page 9, 7(a). Two Pennsylvania Department of Health Certified EMT-B is the requirement. A shift can be staffed with an Advanced EMT or Paramedic at no cost to the Government. |
| 11 | Should bidders propose a fixed hourly rate for CLIN 0002 or is a tiered or time-and-materials format preferred? | Time and Materials |
| 12 | For CLIN 0002 (emergent/as-needed services), is pricing expected to be time-and-materials (T&M), fixed hourly, or incident-based (e.g., per dispatch or transport)? | CLIN 0002 is time and materials for services provided in accordance with Performance Work Statement page 28 (d) 1-5 |
| 13 | Is there any cost-reimbursement element to CLIN 0002 (e.g., fuel surcharges, additional staffing, MCI support), or will it be fully firm-fixed-price regardless of situational variables? | No, refer to Performance Work Statement Page 29 (g) |
| 14 | What is the process for contract modifications or temporary staffing coverage changes (e.g., holidays, inclement weather, declared states of emergency)? | For temporary staffing coverage, refer to Performance Work Statement Page 4 (f) and page 5-5 |
| 15 | Will the contractor be required to provide real-time or daily reporting of call data? If so, is integration with any Government-operated CAD or ePCR system required? (GPS Data Sharing, Active911) | No. Integration with Government Operated ePCR system is not required. If future integration to CAD is required, that would be accomplished through Government Furnished Equipment. Monthly reporting is required as per Performance Work Statement page 29 section 8 |
| 16 | Are there any mandated reporting or documentation systems the contractor must interface with (e.g., Army EMS recordkeeping platforms or specific run report formats)? | Not at this time |
| 17 | Is there a required format or portal for submitting monthly/quarterly service summaries, and does it need to conform to Army or DoD reporting standards (e.g., XML/NEMSIS format)? | Government will supply reporting spreadsheet and will be completed by the Contractor and submitted to the COR via Email |
| 18 | What internal controls and documentation should be retained in support of invoices (e.g., unit logs, crew rosters, mileage logs, patient care reports) to support audit trails? | Internal controls and documentation shall be in accordance with the Performance Work Statement and established Federal laws and regulations, as well as PA State DOH guidelines. |
| 19 | Will periodic financial reconciliations or audits be conducted, and will they be based on standard DCAA audit principles or a modified approach for nonprofit EMS contractors? | Periodic reconciliations will be conducted by the Contracting Officer's Representative and Contracting Specialist to ensure invoicing is being completed in agreement with the terms and conditions of the contract. |
| 20 | Does the Government require segregation of costs by CLIN or task order in contractor accounting systems to comply with FAR cost accounting standards, or will general ledger-level detail suffice? | Yes, costs must be submitted by CLIN. |
| 21 | Will the contractor need to submit separate logs or attestations for mutual aid responses that occur outside contract hours, even if not billable under this contract? | Yes, refer to Performance Work Statement page 29 Section 8 |
| 22 | Is the Government reserving the right to award without discussions under FAR 52.212-1(f), or does it anticipate conducting clarifications or negotiations? | Yes. See Addendum to FAR 52.212-1 Instructions to Offerors Paragraph 7. |
| 23 | Will the Government rely solely on SAM representations and certifications, or will any additional reps and certs be required with the proposal submission? | See Addendum to FAR 52.212-1 Instructions to Offerors Paragraph 11. |
| 24 | If call volume or operational requirements materially exceed historical norms, what mechanism exists to address scope creep without unilateral contractor assumption of cost? | Call volume or operational requirements should not affect cost. Refer to Performance Work Statement Page 27 Section 6 (Claims) to page 29. The contractor is authorized to bill the government monthly at the contracted hourly rate for any patient treatment, patient transport or special event stand-by service rendered during the monthly reporting period at TYAD, whether by the contractor or third-party providers. |
| 25 | Are economic price adjustments permitted for labor under FAR 52.222-43 if wage determinations change during the contract term? | Yes. The burden is on the contractor to provide the contracting officer with any increased claims. See FAR Clause 52.222-43(c) (1) and 52.222-43 (f) for more information. |
| 26 | Does the Government anticipate any withholdings, retainage, or performance-based deductions under this contract? | The Government reserves the right to impose withholdings, retainage, or performance-based deductions to ensure proper performance. The government can also terminate contracts for default, covering costs for services deemed unsatisfactory. |
| 27 | Will the contractor have access to hazardous materials disposal currently used by the fire department? Or will it be the responsibility of the Contractor to set up a separate service for this function? | No. Performance Work Statement Page 4 ( e) The contractor will also be responsible for the disposal of all biohazard materials generated from responses IAW with established environmental and state regulations and policies. |
| 28 | The solicitation indicates a 100% review of all responses. Who are the individuals involved in the review, especially review of PII or medical data? What points and/or parts of the response information are covered in the review? | The only review that may include PII Data or Medical Data will be for a claim filed for a BLS/ALS treat without transport. See Performance Work Statement Page 28 (e) |
| 29 | Please confirm that the ambulance bay can only be used by the contractor during duty hours as set forth in the current solicitation and not available before 7 AM or after 5 PM? | Performance Work Statement Page 11 (2) The Government will provide a heated garage stall for parking one (1) BLS EMS Type III or smaller ground ambulance during regular duty hours (available space is 10 feet wide max by 25 feet max due to space restrictions). Overnight or outside parking of Ambulances or Equipment is not available or authorized during overnight hours Monday through Friday, 5:01 P.M. to 06:59 A.M, weekends, and federal holidays. |
| 30 | Please confirm that the Ambulance will not be allowed on the installation outside of duty hours, unless requested for a call? | Performance Work Statement Page 11 (2) The Government will provide a heated garage stall for parking one (1) BLS EMS Type III or smaller ground ambulance during regular duty hours (available space is 10 feet wide max by 25 feet max due to space restrictions). Overnight or outside parking of Ambulances or Equipment is not available or authorized during overnight hours Monday through Friday, 5:01 P.M. to 06:59 A.M, weekends, and federal holidays. |
| 31 | Please confirm that employee vehicles will not be allowed on the installation, but that staff would use the ambulance solely for access to the base. | Personal vehicles on the Installation will be limiitted to Emergency situations where an unexpected situation arrises (Sick Employee, Ect). Parking for any personal vehicle will be limiited to the main parking lot, and will not be authorized to park in the secure area of the Installation. |
| 32 | Please confirm that the ambulance will not respond to emergencies outside of the base, even in a mutual aid situation. | Peformance Work Statement Page 26(a) The contractor’s primary mission and responsibility is to TYAD and, therefore, shall not be permitted to respond to requests for mutual aid assistance off-site using TYAD-based personnel or equipment. |
| 33 | Is a current Pennsylvania Bureau of EMS Ambulance license required to qualify as a proposer or will a letter of intent or similar affirmation of compliance be sufficient for the proposal to be considered? | Current PA DOH Bureau of EMS License is not required to propose. However, PA DOH Bureau of EMS Licensure is required within 30 days of award and prior to beginning of service. |
| 34 | The solicitation references Mutual Aid Agreements for supporting Advanced Life Support intercepts after duty hour responsibilities with other providers. Since mutual aid typically requires obligations for emergency response on both parties, would a Memorandum of Agreement that specs out the obligations of the ALS service be sufficient as opposed to a mutual agreement? | Yes, a Memorandum of Agreement is sufficient. |
| 35 | For a formal contracting agreement, is the SAM certification required for grant-based provider organizations and/or only for private contractors who will respond to this solicitation? | Yes, to receive an award offerors must have an active registration in SAM.gov to received federally funded contract awards and all representations and certifcations must be complete. See Addendum, Instructions to Offerors, Paragraph 3. |
| 36 | Is the expectation of the solicitation that the contractor owns full responsibility of ambulance services outside of the designated duty hours? | Yes. See Performance Work Statement Page 3 ( c) . The contractor can provide after hours response organicaly, through Mutual Aid Agreements, or Sub-Contracting. |
| 37 | Is it the responsibility of the contractor to ensure that all staff from outside agencies providing mutual aid during off duty hours meet all of the requirements regarding the extensive list of clearances, qualifications, training, certifications, and other base specific thresholds for EMS base response as set forth in the PWS? | If staff from outside agencies is Sub-Contracted, Yes. If outside agency staff is responding as part of a Mutual Aid Agreement, No. |
| 38 | Will the contractor be responsible for the performance of mutual aid partners? How will performance-based objectives be measured for an agency other than the contracted agency as contractor will not have direct oversight or management of the secondary party’s employees, equipment, training level, performance level or response times? Will each party receive it’s own CPAR? | Yes. Contractor is ultimately responsible to ensure all performance requirements contained in the PWS are met. |
| 39 | Can an alternate well established timekeeping system other than punch cards be acceptable for documentation of coverage during duty hours? | Yes |
| 40 | Does a fire department dispatch center determine if an ALS service is needed and requested directly or is it the responsibility of the contractor to make the determination and notify? | TYAD F&ES Emergency Communications Center will determine if ALS Service is needed and will request that resource, or as determined by a provider. Refer to Performance Work Statement Page 27 Section 5 |
| 41 | Will the government provide the working space compatible with the security requirements as listed in the PWS? | Yes. Performance Work Statement Page 11 (5) |
| 42 | As stated in in the PWS, can you confirm that all employees will be issued a CAC card in order to enroll in ALERT and/or participate in any other accesses or requirements as may be required for on base duty? | CAC Cards will not be issued. See Performance Work Statement Page 14 (emergency communications and services). COR will send required information to TYAD Antiterrorism Officer to manually input personnel data into ALERT. |
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