Amendment 0001_W81K0023R0029_Questions_Responses.pdf

W81K0023R0029 28 Jul 2023

Surgical Technologist, Cardiothoracic Surgical Technologist, Central Sterile Supply Technicians Services at Brooke Army Medical Center (BAMC)

QUESTIONS & RESPONSES

1. Question: Can the Government provide the Anniversary dates of the incumbent contract employees to enable us to base our pricing on the Anniversary dates for Vacation time?

Response:

The government is unable to provide this information. A list of incumbents will be provided post award to the successful offeror.

2. Question: Could the Government please provide the number of current vacant positions per labor category?

Response: SPD Techs: 17 Vacancies / OR Techs: 26 Vacancies / CT Techs: No Vacancies

3. Question: Please confirm that this contract is under SCA.

Response: Yes, this contract is under SCA

4. Question: Is this a new contract? existing/current contract?

Response: This is an existing Contract

5. Question: If it is an existing/current contract, what is the contract number? How many positions have been hired/acquired from this contract?

Response: Contract Number: W81K00-22-C-0006. SPD Techs: 17 Vacancies and 23 Filled / OR Techs: 26 Vacancies and 5 Filled / CT Techs: 2 Filled and No vacancies

6. Question: If it is an existing/current contract, what are the modifications made in the contract as compared to the new one?

Response: No modifications have been made that change the requirements of the performance work statement.

7. Question: Is this a new opportunity?

Response: No, this is a follow-on contract

8. Question: If not, who is the incumbent contractor?

Response: SA Solutions Inc.

9. Question: Is the incumbent contractor eligible to rebid this follow-on contract?

Response: Question is not relevant to the solicitation. All eligible 8(a) companies can propose on the solicitation.

10. Question: Under what contract number # are they providing you these services?

Response: Contract number: W81K00-22-C0006

11. Question: What is the value of the current contract and for what period of performance

Response: Awarded contract value: $23,848,385.00 (base plus four options) with -8 $26,279,639.50

Note: The Government will not reveal any information prohibited from disclosure by 24.202 or exempt from release under the Freedom of Information Act (5 U.S.C.552) including cost breakdowns, profit, indirect cost rates, and similar information.

12. Question: Is this position currently filled?

Response: Not all positions are currently filled.

13. Question: Do the current provider meet the posted position qualifications?

Response: If the question is asking whether the incumbents meet all the qualifications listed in the PWS, the Response is yes.

14. Question: Attachment 1: Will the Government accept previously submitted PPQs? FYSA, since DHA established the MQS contract, contracting activities procuring staffing services on behalf of MTFs have accepted previously used PPQs, but we did not see reference to that in the

RFP.

Response: PPQs previously signed within the last 12 months from the date of the solicitation close will be permitted. The Government reserves the right to verify all information and contact the POC that completed the PPQ.

15. Question: Is there an incumbent on this contract? If so, who?

Response: Yes, SA Solutions Inc.

16. Question: Will there be multiple awardees on this contract?

Response: No

17.Question: Are we using Wage Determination rates to determine compensation?

Response: Yes

18. Question: If so, what current WD positions/rates are being use?

Response: It is up to the Offeror to map/propose occupation codes based on the requirements of the Performance Work Statement (PWS), SCA Directory of Occupations and salary market research for the service area. Offerors are required to ensure their proposals are compliant with all applicable laws and regulations to include the Service Contact Act Wage Determinations and Executive Orders.

19. Question: What are the shift times?

Response: Although subject to change, the following schedules are currently being utilized:

SPD 1st Shift: 0645 – 1515

SPD 2nd Shift: 1445 – 2315

SPD 3rd Shift: 2245 – 0715

SPD Weekend Day Shift: 0645 – 1915

SPD Weekend Night Shift: 1845 – 0715

OR 1st Shift: 0645 – 1515

OR 2nd Shift: 1445 – 2315

OR 3rd Shift: 2245 – 0715

OR 4th Shift: 1045 – 1915

OR 10-Hr Shift: 0645 – 1715

OR Weekend Day Shift: 0645 – 1915

OR Weekend Night Shift: 1845 – 0715

20. Question: How many FTE's are there per shift?

Response: Although subject to change, the following is the current utilization of FTEs due to staffing limitations:

SPD 1st Shift: 6 FTEs

SPD 2nd Shift: 5 FTEs

SPD 3rd Shift: 3 FTEs

SPD Weekend Day Shift: 4 FTEs

SPD Weekend Night Shift: 3 FTEs

OR 1st Shift: 4 FTEs (1x CT Tech included)

OR 2nd Shift: 3 FTEs (1x CT Tech included)

OR 3rd Shift: None

OR 4th Shift: None

OR 10-Hr Shift: None

OR Weekend Day Shift: None

OR Weekend Night Shift: None

21. Question: Of those FTE's, what is the breakdown per labor category

Response: See Response to question number 20

22. Question: Can you tell us the current staffing level as it stands today?

Response: SPD Techs: 17 Vacancies and 23 Filled / OR Techs: 26 Vacancies and 5 Filled / CT Techs: No Vacancies and 2 Filled

23. "52.216-1 TYPE OF CONTRACT (APR 1984) The Government contemplates award of a Firm Fixed Price (FFP) contract resulting from this solicitation."

1.5.4.3 Contractor Support Hours: The Government reserves the right to review and validate hours of service performed by contract personnel by any means necessary, which may include the implementation of sign-in/sign-out procedures, which shall be maintained within the designated area. These attendance logs are for the sole use of the Government to ensure compliance with hours claimed in service of this contract and shall not be provided to the Contractor for any reason or purpose. Under no circumstances shall the Government sign a Contractor’s timesheet. With the exception of pager and/or on-call services, only actual hours worked on-site shall be claimed by the Contractor for compensation.

Question: The solicitation states FFP. However, the CLIN structure is setup as units of hours.

Is the work 1920 or the number of hours worked? We are only being paid by the number of hours worked. Is this truly a FFP contract. FFP puts the risk squarely on the contractor. T&M and LOE are risk to the government. Is this an FFP LOE contract that we share risk?

Response: This is an FTE based contract, therefore the Government will only pay for hours worked. Time and Materials contracts may only be used when it is not possible to estimate the extent or duration of the work or to anticipate costs with any reasonable degree of confidence.

24. 1.5.4.3 During times of low workload, the Department, in concurrence with the COR, may choose to either release contract personnel from a scheduled work shift or re-assign them within the MTF to perform same/similar services that are within their scope of practice.

Question: How frequently does the government intend on releasing personnel?

Response: There is not predetermined intention to release personnel. These are rare instances, which have historically occurred due to closures of the installation, situations involving inclement weather, and more recently during the COVID pandemic.

25. 1.5.6 Place of Performance: The work to be performed under this contract will be performed at BAMC, a government facility located at the Brooke Army Medical Center (BAMC) at Joint Base San Antonio, located on Fort Sam Houston, TX, and BAMC-associated medical facilities located within a 40-mile radius.

Question: How often can we expect HCW to be sent to other location? Is there a possibility the HCW will be permanently assigned to another location of work?

Response: At this point in time, there is no intention to have HCWs under this contract perform services at any location other than BAMC.

26. 1.7 When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from payment due to the Contractor. In the event a Master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the payment due to the Contractor.

Question: If contractors can be held liable for every lock in the facility is assigned a "Master Key", can the HCW not accept responsibility for the key?

Response: Contract personnel are not issued Master Keys. This situation would typically occur when a HCW specifically requests the use of a Master Key to open a locked area, which is then misplaced and/or lost.

27. 4.6.1 All contract personnel performing services under this contract shall receive a general physical examination prior to commencement of services and as a condition of employment.

Question: Is this requirement applicable to incumbent employees who has the first right of refusal?

Response: Current incumbents shall not be required to complete a physical examination, but will be required to comply with the immunization requirements, as part of the annual requirement stipulated in Section 4.6.5.

28. "Factor 2 - Past Performance; The Offeror shall submit with its proposal evidence of recent and relevant past performance under which YOUR company (the Offeror) provided the same or similar services with similar magnitude and scope in the public and/or private sector.

Performance must have been by the Offeror (not by a subsidiary or sister company) either as the prime contractor or subcontractor. For a description of the characteristics or aspects the Government will consider in determining recency and relevancy, see the Evaluation Criteria for Factor 2 – Past Performance in the Addendum to 52.212-2."

Question: Will the government consider accepting previously completed PPQ’s?

Response: PPQs previously signed within the last 12 months from the date of the solicitation close will be permitted. The Government reserves the right to verify all information and contact the POC that completed the PPQ.

29. Question: Can the government provide the reason for re-competition of this effort before the end of all option periods?

Response: The Government is not contractually bound to exercise any option on a contract. It is the Government’s unilateral right to exercise an option.

30. Question: Was the current effort terminated for the convenience of the government?

Response: The current contract has not been terminated

31. Question: Was the current effort terminated for cause?

Response: The current contract has not been terminated

32. Question: Can the government please provide current fill rate by position?

Response: SPD Techs: 17 Vacancies and 23 Filled (57% fill-rate) / OR Techs: 26 Vacancies and 5 Filled (16% fill-rate) / CT Techs: No Vacancies and 2 Filled (100% fill-rate)

33. Question: Can the government provide length of service per FTE for PTO calculation?

Response: The government is unable to provide this information. A list of incumbents will be provided post award to the successful offeror

34. On page 4 of Attachment 1, Instructions to Offerors, the following is stated: “Offerors shall complete and provide the Past Performance Information (PPI) Sheet (Attachment 4) on three (3) task orders or stand-alone contracts/purchase orders the Offeror will complete or has completed within the past three (3) years from the closing date of this solicitation that the Offeror considers most relevant in demonstrating YOUR company’s (the Offeror’s) ability to perform the proposed effort. Offerors shall utilize the attachment provided and ensure all information is complete and accurate.”

Also on page 4 of Attachment 1, Instructions to Offerors, the following is stated as a note:

“NOTE: Past performance reference projects performed by a proposed teaming partner or a proposed subcontractor will only be considered if: (1) the Offeror submits at least one recent and relevant past performance project that the Offeror has performed, as a prime; (2) the teaming partner or subcontractor is identified as a teaming partner or subcontractor in the administrative volume of the proposal, and (3) the role and percentage of work proposed to be performed by the teaming partner or subcontractor on the proposed requirement is detailed in the proposal. Items

(2) and (3) shall be identified in the administrative volume.”

Question: Can a prime contractor reference performed by the Protégé of a Joint Venture formed under a SBA-approved Mentor-Protégé agreement be submitted as a relevant past performance project that a Joint Venture offeror has performed as the prime contractor?

Response: The information provided must meet all requirements of 13 CFR 125.11 Past performance ratings for certain small business concerns. If the small business concern does not submit all required information as outlined in 13CFR 125.11, the past performance will not be considered.

Question: Can a prime contractor reference performed by the Mentor of a Joint Venture formed under a SBA-approved Mentor-Protégé agreement be submitted as a relevant past performance project that a Joint Venture offeror has performed as the prime contractor?

Response: The information provided must meet all requirements of 13 CFR 125.11 Past performance ratings for certain small business concerns. If the small business concern does not submit all required information as outlined in 13CFR 125.11, the past performance will not be considered.

Question: Can a prime contractor reference performed by a prior Joint Venture, which consists of the same Protégé and Mentor as the current offeror, where both Joint Ventures were formed under the same SBA-approved Mentor Protégé Agreement with the same ownership percentages, be submitted as a relevant past performance project as the prime contractor for a Joint Venture offeror?

Response: The information provided must meet all requirements of 13 CFR 125.11 Past performance ratings for certain small business concerns. If the small business concern does not submit all required information as outlined in 13CFR 125.11, the past performance will not be considered.

35. Question: Can the Gov't identify how many positions are currently filled?

Response: SPD Techs: 23 FTEs / OR Techs: 5 FTEs / CT Techs: 2 FTEs

36. Question: Can the Gov't identify how long each of the incumbents have been in the positions?

Response: The government is unable to provide this information. A list of incumbents will be provided post award to the successful offeror

37. Question: Will the Gov't provide the number of current vacant positions per labor category?

Response: SPD Techs: 17 Vacancies / OR Techs: 26 Vacancies / CT Techs: No Vacancies

38. The Government provided a Wage Determination Schedule, however, there is no language in the solicitation documents stating if SCA applies to this contract.

Question: Has a wage conformance been completed to determine the correct Wage Determination labor categories for the three labor categories in the PWS?

Response: It is up to the Offeror to map/propose occupation codes based on the requirements of the Performance Work Statement (PWS), SCA Directory of Occupations and salary market research for the service area. Offerors are required to ensure their proposals are compliant with all applicable laws and regulations to include the Service Contact Act Wage Determinations and Executive Orders.

39. PWS, Section 1.5.4.3 - Contractor Support Hours: The Department shall establish a schedule for contract personnel to perform services on various shifts, which range from 8-12 hours.

Question: What are the specific times for the work shifts?

Response: Although subject to change, the following schedules are currently being utilized:

SPD 1st Shift: 0645 – 1515

SPD 2nd Shift: 1445 – 2315

SPD 3rd Shift: 2245 – 0715

SPD Weekend Day Shift: 0645 – 1915

SPD Weekend Night Shift: 1845 – 0715

OR 1st Shift: 0645 – 1515

OR 2nd Shift: 1445 – 2315

OR 3rd Shift: 2245 – 0715

OR 4th Shift: 1045 – 1915

OR 10-Hr Shift: 0645 – 1715

OR Weekend Day Shift: 0645 – 1915

OR Weekend Night Shift: 1845 – 0715

40. PWS, Section 1.5.4.3 - Contractor Support Hours: The Department shall establish a schedule for contract personnel to perform services on various shifts, which range from 8-12 hours.

Question: How far in advance will the schedules be published?

Response: Schedules are currently being established 30 days in advance.

41. PWS, Section 1.5.4.3 - Contractor Support Hours: The contractor shall not invoice for periods when contract personnel are not performing services.

Question: In that the Government is expecting to award a Firm Fixed Price contract, is the Government requiring the vendor to provide consideration for scheduled absences? If so, is there a fixed number of days a contractor is absent or unavailable to require consideration?

Response: See 1.5.4.31. and 1.5.4.3.2 of the PWS

42. Offerors shall include a narrative (limited to five (5) pages) and supporting information used in establishing the total compensation structure.

Question: Is a narrative required for each individual labor category?

Response: The Instructions to Offerors states: “Offerors shall include a narrative (limited to five

(5) pages) and supporting information used in establishing the total compensation structure. The compensation levels proposed should reflect a clear understanding of work to be performed and should indicate the capability of the proposed compensation structure to obtain and keep suitably qualified personnel to meet mission objectives.”

43. Question: Will the Government consider adding travel CLINS for the requirements listed in the solicitation?

Response: Travel is not required, therefore travel CLINs will not be added.

44. Question: Will the government consider multiple offers from a single offeror?

Response: No

45. PWS: 1.5.4.3 Contractor Support Hours: “The Department shall establish a schedule for contract personnel to perform services on various shifts, which range from 8-12 hours.”

Question: For the purposes of identifying candidates, can you clarify what length of shift each labor category will be working?

Response: Although subject to change, the following schedules are currently being utilized:

SPD 1st Shift: 0645 – 1515

SPD 2nd Shift: 1445 – 2315

SPD 3rd Shift: 2245 – 0715

SPD Weekend Day Shift: 0645 – 1915

SPD Weekend Night Shift: 1845 – 0715

OR 1st Shift: 0645 – 1515

OR 2nd Shift: 1445 – 2315

OR 3rd Shift: 2245 – 0715

OR 4th Shift: 1045 – 1915

OR 10-Hr Shift: 0645 – 1715

OR Weekend Day Shift: 0645 – 1915

OR Weekend Night Shift: 1845 – 0715

46. Question: Other than the Cardiothoracic Surgical Technologists' hours listed in the Estimated Workload Data, does the Government anticipate On-Call/Pager requirements for any other Techs?

Response: The Government does not anticipate On-Call/Pager hours for the other labor categories.

47. In view of GAO decisions holding that solicitation terms restricting the evaluation of past performance or experience to the offeror are unduly restrictive of competition absent a showing that the provision is reasonably necessary to meet the agency’s needs, see, e.g., Total Health Res., B-403209, Oct. 4, 2010, 2010 CPD ¶266 at 3; Iyabak Constr., LLC, B-409196, Feb. 6, 2014, 2014 CPD ¶62 at 5.

Question: Will the agency consider the past performance of a related company (e.g., parent, sister, etc.) that will be meaningfully involved in contract performance to meet past performance requirements?

Response: No

48. Question: If the agency will not consider the past performance of a related company that will be meaningfully involved in contract performance to satisfy past performance requirements, why is the restriction to the past performance of the contractor noted as “YOUR company (the Offeror)” necessary to meet the agency’s needs?

Response: Offerors need to be able to show how they will be able to successfully meet the performance work statement and comply with FAR 52.219-14, Limitations on Subcontracting.

See 52.212-1 Factor 2 Past Performance Note that allows for Teaming Partner or Subcontractor Past Performance submission.

49. 1.4 Objective(s): The objective of this contract is to provide qualified contract personnel to fulfill a minimum of 80% of the shifts requested while maintaining a turnover rate that shall not exceed 20% in any 12-month period.

Question: Would the Government consider less than or equal to 50% for CLIN 0005 Cardio Thoracic Technologists (there are only two FTEs required) or blend all CLINs for 20%.

Response: The percentages listed under Section 1.4 refers to the contract requirement as a whole and were not intended to reference individual labor categories and/or CLINS.

50. 1.5.4.3 Contractor Support Hours: The Contractor shall be available to provide support Sunday through Saturday from 0001-2400 daily. The Department shall establish a schedule for contract personnel to perform services on various shifts, which range from 8-12 hours.

Question: Are surgeries scheduled during evening and overnight hours?

Response: Other than trauma/urgent/emergent procedures, surgical cases are not typically scheduled during evening/overnight hours but may run into those times depending on the complexity of the case

Question: Are surgeries scheduled on weekends?

Response: Other than trauma/urgent/emergent procedures, surgical cases are not typically scheduled during weekends.

Question: Will the Government use Panama Schedules for 12 hour shifts and if so will the OT/Holiday be used for an hours over 40 hours in a week?

Response: Department does not follow a true Panama schedule, additionally contractors are not scheduled to intentionally work more than 40 hours per week (Sunday through Saturday).

54. 1.23 Required Training:

Question: Will initial and follow-on training be billable to the Government (duty time)?

Response: All required MTF-specific training must be completed on-site and allowed to be submitted as billable hours.

55. 4.6 Health & Immunization Requirements

Question: If FIT Testing is required will it be performed by the facility?

Response: FIT Testing is required, but not currently performed by the facility for contractors.

Question: Will annual flu shots be available at the facility?

Response: The facility offers flu shots at no cost to military/civilians/veterans and are also available at a cost to all others, which is not reimbursable by the Government.

56. (c) (vi) Contractor's HCPs shall be screened before employment and annually for tuberculosis by a tuberculin skin test using the Mantoux technique (TINE test is disallowed as a substitute). Updated CDC guidelines do not recommend annual screening (unless prevalent) after baseline.

Question: Will the Government consider removing annual testing?

Response: The Government will not remove annual testing.

57. Question: Will the Government provide length of service (number of years working at BAMC) for current incumbent technologists?

Response: The government is unable to provide this information. A list of incumbents will be provided post award to the successful offeror

58. Question: Will the Government provide current vacancy by position numbers?

Response: SPD Techs: 17 Vacancies / OR Techs: 26 Vacancies / CT Techs: No Vacancies

59. Question: Would the Government consider adding CLINS for evening/night shifts?

Response: The Government will not add CLINS for evening/night shift.

60. Question: What is the historical occurrence of technologists being released due to low workload?

Response: Minimal to none. Although these are rare instances, they have historically occurred due to closures of the installation due to inclement weather, and more recently during the COVID pandemic

61. Question: What is the historical occurrence of call-back for Cardio Thoracic Technologists?

Response: Historically, CT Techs are called-back to the facility an average of 4-5 times within a 12-month period.

62. Question: What is the average length of time for candidate approval at BAMC?

Response: Unless there are issues/concerns regarding a candidate’s qualifications, the department may require 3 business days for approval.

63. Question: What is the average length of time for security processing at BAMC?

Response: SPD Techs: 30 – 60 Days (non-CBC) / OR Techs: 60 – 90 Days (CBC) / CT Techs:

60 – 90 Days (CBC)

64. Question: What credentialing or security processes will be required for retaining incumbent technologists?

Response: With regards to incumbents, a new Local Background Check (LBC) will be required, which required an average of 1-2 weeks for approval.