W81K0024R0008 Pharmacy techs- Question and Answer_4 Dec 2023.pdf

Questions and Answers W81K0024R0008 Pharmacy Technicians

4 December 2023

Question #1: 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?

Government Response #1:

The anniversary dates are as follows:

- 13 Nov 23

- Aug 22

- 13 Nov 23

- 31 Aug 23

- 1 Apr 21

- 5 Dec 22

- 18 Oct 23

- 22 Jan 22

- 7 Aug 23

Question #2: Could the Government please provide the number of current vacant positions?

Government Response #2:

As of 30 Nov 2023, there are 14 vacant positions on contract W81K0021P0088.

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

Government Response #3: Yes, it is under SCA as per the attachment #7 of Solicitation, i.e.

“Attachment 7_WD 2015-5253_Rev21_7-12-2023” However, the Offerors shall be aware that award will be made using the Best-Value Tradeoff source selection process. Compensation Plan and Past Performance, when combined are more important than price. For rhe details, please, see the Attachment 1 “Instructions to Offerors and Evaluations Criteria”.

Question #4: Can the Government provide the current Contract Value including all options?

Government Response #4: $6,092,287.62

Question #5: Can we submit a previously signed PPQ that was used for previous solicitations?

If yes, can we submit the PPQ and PPI in the same document?

Government Response #5: Yes, the Offerors can submit a previously signed PPQ that was used for previous solicitations.

Question #6: A notable number of 8(a) companies are still undergoing their SBA re-certification since the recent program pause. All recertifications should be concluded by the end of December. Would the Government consider extending the due date to the first week in January 2024 to encourage more robust competition.

Government Response #6: The due date of the proposal has been extended. Please, see the Amendment.

Question #7: Will the Government allow past performance from the Protégé of an SBA Mentor-Protégé Joint Venture if the Mentor is no longer participating in the Joint Venture (see Veterans Evaluation Servs. Inc., GAO Docket B-412940 et al. (July 13, 2016))?

Government Response #7: Offerors shall propose any references in accordance with the solicitation criteria. However, The Offeror bears the responsibility of establishing any connection between past performance and the joint venture and its members to the offeror’s proposal. If the Offeror fails to establish that, past performance may not be considered relevant

Question #8: Does the Government acknowledge that Government generated forms/documents (SF 1449, Reps and Certs) are not held to this format requirement?

a. Question/Point of Clarification: 52.212-1 states NOTE: All volumes shall be formatted as single-spaced, letter sized, with a 0.75” or 1” margin all around. Font shall be Times New Roman, 10- or 12-point font (smaller fonts may be used in headers, footers, graphs, charts, tables, and notes provided the type is legible). Page limitations are detailed in the sections below. Pages in excess of the maximums stated will not be reviewed.

Government Response #8: Generated forms and documents are not included in the formatting instructions. The instructions are for the documents that are created and submitted by the offeror.

Question #9 Who is the current incumbent?

Government response #9: MAXMED SARATOGA JV LLC (CAGE 8GSU0).

Question #10: Are all of the positions currently filled?

Government Response #10: As of 30 Nov 2023, there are 9 filled positions on contract W81K0021P0088.

Question #11 What are the current contractor employee anniversary dates?

Government Response #11: See Government response to questions #1

Question #12 Will the contract pharmacy technicians share duties with GS or Active Duty counterparts?

If so, what is the typical mix during a shift rotation?

Government Response #12:

Contract pharmacy technicians will share duties with active duty service members and general schedule civilians. Currently, contract pharmacy technicians perform duties in 10 different clinics within the BAMC footprint. Each clinic is comprised of a dynamic mix of active-duty service members, general schedule civilians, and contractors. To amalgamate the requested metrics, a review of all personnel assignments in each of the 10 clinics for the past 12 months is required. Such a study would not be completed prior to the 1 Dec23 deadline. Nevertheless, no contractor is assigned to a clinic without direct supervision to verify services.

Question #13 Will contract pharmacy technicians rotate with Government staff for weekend/holiday shifts?

Government Response #13:

To be determined. Contract pharmacy technicians will be required to work weekends and holidays, as will military and general schedule civilians. Schedule rotations result from mission requirements and dynamic staffing models. Set schedules are generally absent in most inpatient settings.

Question #14 Historically, how many FTEs pharmacy technicians are required to work night shifts?

Government Response #14:

Historically, the department has allotted 10 inpatient positions that may require evening night shift hours. At times, all 10 positions were needed overnight. At other times, 5 positions were needed overnight.

Question #15 Historically, how many FTEs have been released from duty or reassigned within the MTF during periods of low workload?

Government Response #15:

Historically, since 2021, the COR Cell cannot recall a time any contract pharmacy technician was reassigned or released for low workload.

Question #16 What documentation is required to substantiate Government directed overtime being charged on the overtime CLIN?

Government Response #16:

The FAR 52.232-7 Payments under Time-and-Materials and Labor-Hour Contracts stipulates the

Contracting Officer must approve overtime usage at previously negotiated rates. For many reasons, this practice is generally considered unfeasible. Rather, mission requirements may dictate a contract pharmacy technician remain at work in excess of an eight hour shift due to high patient acuity levels, low staffing levels, inclement weather, etc. In such instances, the department has not previously completed substantiative direction via documentation. Overtime usage is captured by the department and the vendor, and timecard verification previously served as the final approval.

Question #17 How is the Government currently tracking time and attendance and will it be used on the subsequent contract?

Government Response #17:

The department identifies military or general schedule employees serving in supervisory roles in each department to verify arrival times, lunch times, and release times.

The department administrative office and budget officer verify each clinic schedule coincides with contract line item number requirements.

Clinics use these schedules to capture all arrival and departure times.

Question #18 Are any of the pharmacy technicians currently working 12-hour shifts?

Government Response #18:

There may be as many as three contract pharmacy technicians scheduled on 12-hour shifts. Generally, inpatient and outpatient contract pharmacy technicians are scheduled for eight hours shifts.

Question #19 1.5.4.3.1 Scheduled Absences states replacement of personnel on scheduled absence is not required. If additional qualified staff is available will the Government permit replacement od absent personnel?

Government Response #19:

If question 19 is asking if a contract pharmacy technician is otherwise absent, is it permissible to replace the absent contract pharmacy technician with an available contract pharmacy technician – the COR Cell recommendation would be no.

Each contract pharmacy technician is allotted 1,920 hours, allotting for 88 hours of holiday closures, sick leave, and annual leave. If we replace an absent contract pharmacy technician with another contract pharmacy technician, the 1,920 hour balance would be exhausted prior to the period of performance end date, and the department would encounter a break in service.

Question #20 1.5.5 Telework states telework is not permitted except when the Government initiates its COOP. Has telework occurred on the current contract? If so, will the Government provide all required equipment, platforms, connectivity at no cost to the Vendor?

Government Response #20:

Telework is not authorized on the pharmacy technician contract. Pharmacy technicians provide direct patient care, which obviously is not authorized at a contractor’s place of residence.

Question #21 Would the Government provide facilities (within 40 mile radius) that will be served under the subsequent contract? Will the Government facilitate any additional facility access documents?

Government Response #21:

As of 13 November 2023, contract pharmacy technicians provide services at the following BAMC facilities:

Brooke Army Medical Center Jennifer Moreno Clinic Camp Bullis Schertz Clinic Westover Clinic

Note, contract pharmacy technicians may be assigned to different clinics within each location.

Question #22 How long is the technician approval period?

Government Response #22:

Contract pharmacy technicians do not require resume approval or credentialing approval. Stated another way, vendors review an applicant’s resume against the education, certification, and experience levels listed on the contract. Once the vendor identifies a candidate, the candidate would otherwise be considered approved.

Question #23 How long is the Government security clearance process? Will interim clearance be granted or must full adjudication of clearance take place?

Government Response #23:

Depending on the candidate, if no prior incidents are discovered during the interim investigation, we can estimate the security process may take 30-90 days. This timeline is extended if incidents are discovered during the interim investigation.

Question #24 1.6.1 Security Program: Recently the Government has informed us that DHA will require Tier-3 investigations rather than Tier-1. Would the Government confirm that Tier-1 investigations will be required on this contract?

Government Response #24:

It is the COR Cell’s understanding a contract pharmacy technician was identified under the Office of Personnel Management Position Designation Tool as requiring a NACI Tier 1 investigation. Should

DHA chose to increase the contract pharmacy technician security level to an ANACI Tier 3 investigation – or Secret Security Clearance – BAMC would be compelled to comply. All contracting impacts can be reviewed thereafter.

Question #25 Is work currently being performed outside the BAMC proper?

Government Response #25:

If by BAMC proper you are referring to 3551 Roger Brooke Drive, then yes.

As of 13 November 2023, contract pharmacy technicians provide services at the following BAMC facilities:

Brooke Army Medical Center Jennifer Moreno Clinic Camp Bullis Schertz Clinic Westover Clinic

Contract pharmacy technicians only provide services for patient care areas that fall under BAMC scope of services.

Question #26 1-10 b (i) Experience: Does the Government expect that all pharmacy technicians have 1-year inpatient experience AND 1-year outpatient experience AND 1-year oncology experience, totaling 3 years within the last 5 years? Or, does the Government expect 1-year within the last 5 years in inpatient OR outpatient OR oncology?

Government Response #26:

Contract pharmacy experience is unique for the position being considered.

For example, an outpatient pharmacy technician is required to possess one year of outpatient pharmacy technician experience. An outpatient pharmacy technician is not required to possess one year of inpatient expertise, nor is an outpatient pharmacy technician required to possess one year of oncology experience.

Conversely, an inpatient pharmacy technician is required to possess one year of inpatient pharmacy technician experience. An inpatient pharmacy technician is not required to possess one year of outpatient expertise, nor is an inpatient t pharmacy technician required to possess one year of oncology experience.

Moreover, an oncology pharmacy technician is required to possess one year of oncology pharmacy technician experience. An oncology pharmacy technician is not required to possess one year of inpatient expertise, nor is an oncology pharmacy technician required to possess one year of outpatient experience.

Question #27 1.18 Non-Disclosure Statements: Are Non-Disclosure Statements being used on this contract? Who will issue and collect the Non-Disclosure Statements?

Government Response #27:

Contract W81K0021P0088 lists the following disclosure areas:

252.204-7012 SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT

REPORTING (DEC 2019)

252.204-7015 NOTICE OF AUTHORIZED DISCLOSURE OF INFORMATION FOR LITIGATION

SUPPORT

(MAY 2016)

PWS: 4.1.2.2. Certification of Nondisclosure (Reference Attachment 1). The Contractor and Contractor Service Personnel/HCPs shall abide by the Certification of Nondisclosure and regulations set forth. The Contractor shall provide completed Certification of Nondisclosure

Freedom of Information Act Program (FOIA and Privacy Act). The Contractor shall comply with DOD Regulation 5400.7-R, DOD Freedom of Information Act Program requirements. The Freedom of Information Act sets policy and procedures for the disclosure of records to the public and for marking handling transmitting and safeguarding For Official Use Only materials.

Attachment 1 Certification of Nondisclosure References:

a. MEDCOM Reg 715-3, Contractor/Contractor’s Employees and MEDCOM Personnel Relationships, dated 5 October 2015.

b. Federal Acquisition Regulation, Part 9, Subpart 9.5, Organizational and Consultant Conflicts of Interest.

I have read and understand the requirements of:

1. DoD Directive 5500.7R, Joint Ethics Regulation.

http://www.dtic.mil/whs/directives/corres/pdf/d55007wch1_083093/d55007p.pdf

2. Army Regulation 25-55, Department of the Army Freedom of Information Act Program.

http://www.usapa.army.mil/pdffiles/r25_55.pdf I, _______________________, am an employee of or a subcontractor to____________________, a contracting firm acting under contract to the_____________________, Brooke Army Military Center (BAMC), the respective using Military Treatment Facilities (MTFs) and SAMMC surrounding areas of responsibility for JBSA, Fort Sam Houston, Texas under Prime Contract No. ____________________.

I understand that in the performance of this contract, I may have access to data and information proprietary to a Government agency, another government contractor, sensitive or proprietary business, technical, financial, and/or source selection information belonging to the Government or other contractors. Proprietary information includes, but is not limited to, cost/pricing data, Government spend plan data, contractor technical proposal data, independent government cost estimates, negotiation strategies and contractor data presented in negotiations. I agree not to discuss, divulge, or disclose any such information or data to any person or entity except those persons directly concerned with the performance of this contract. I have been advised that the unauthorized disclosure, use or negligent handling of the information by me could cause irreparable injury to the owner of the information. The injury could be source sensitive procurement information of the government or proprietary/trade secret information of another company.

I understand that the United States Government may seek any remedy available to it to enforce this agreement, including, but not limited to, application for a court order prohibiting disclosure of information in breach of this agreement. Court costs and reasonable attorney fees incurred by the United States Government may be assessed against me if I lose such action. I understand that another company might file a separate claim against me if I misused its proprietary information.

Proprietary information/data will be handled in accordance with Government regulations. This agreement shall continue for a term of the duration of this contract from the date upon which I last have access to the information therefrom.

In the event that I seek employment, I will reveal to any prospective employer the continuing obligation in this agreement prior to accepting any employment offer.

In the event that I seek employment, I will reveal to any prospective employer the continuing obligation in this agreement prior to accepting any employment offer.

The obligations imposed herein do not extend to information/data which:

a) is in the public domain a the time of receipt or it came into the public domain thereafter through no act of mine;

b) is disclosed with the prior written approval of the designated Contracting Officer;

c) is demonstrated to have been developed by_______________, or me independently of disclosures made hereunder;

d) is disclosed pursuant to court order, after notification to the designated Contracting Officer;

e) is disclosed inadvertently despite the exercise of the same reasonable degree of care a party normally uses to protect its own proprietary information.

I have read this agreement carefully and my questions, if any, have been answered to may satisfaction.

Organization Signature Witness Signature Date

Generally, the COR would collect all disclosure documents.

Question #28 1.20 Phase-In/Phase-Out Period: Will this period be billable to the Government? Will the awardee and incumbent provide services concurrently during this period?

Government Response #28: No, this period will not be billable to the Government. This contract does not have a Phase-In/Phase out CLIN. Practically, the contract will be awarded at least 30 days prior to current contract expiration to allow for efficient transition of contractors. The services are not concurrently provided during this period. During the phase-in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date. The awardee is responsible to take over the duties on the first day of Period of Performance (PoP).

Question #29 1.23 Training: Will all Government required training (to include refreshers) be conducted during duty hours? Will time be permitted during a shift to complete required training?

Government Response #29:

Yes. Mandatory government training will be required during duty hours, and contractor time spent for mandatory training is billable. The department will schedule times contractors can complete mandatory training on government equipment located at or near their duty station.

Question #30 1.23.8 New Employment Orientation (NEO): Will NEO and other orientations be conducted during duty hours?

Government Response #30:

Yes. New employment orientation is scheduled during duty hours. In the extremely unlikely event new employment orientation is scheduled outside of normal duty hours, the COR would address the matter and seek an equitable resolution.

Question #31 3.7 Training: Historically, how often has the Government required performance commitments on previous contracts? Are performance commitments currently be used on the current contract?

Government Response #31:

The COR is not aware of performance commitments as they pertain to “training.” The contracting language makes certain training mandatory, so no further commitment from the vendor or contractor is needed.

Question #32 As early as 2019, the CDC no longer recommends routine, annual TB screening (testing) for health care personnel. Would the Government consider not requiring annual TB testing?

Government Response #32: The requirement will comply with BAMC Memo 040-235 Appendix C, which mandates a two-step Tuberculin skin test.

Question #33 5.4.4: Complete parenteral and inpatient unit does orders, prescriptions, and bulk drug orders.

a. Please confirm the Government means dose.

Government Response #33:

Confirmed – “dose” is the correct word

Question #34 5.4.13: Shall participate in collection and review of quality assurance data.

5.4.14: Shall participate in collection and review of quality assurance data.

a. Should 5.4.14 contain different language (requirement)?

Government Response #34:

It appears that 5.5.14 is an unnecessary repeat of 5.5.13. Thus, 5.5.14 has been removed.

Question #35 Will the Government consider a CPAR finalized when the reviewing official has completed their review and provided their POC information at the bottom of the CPAR? If not, will an interm CPAR evaluation for an ongoing contract be accepted?

Government Response #35: The Government has access to the finalized CPARS, if that CPARS belongs to the other contracting offices/ agencies. The Offeror does not need to submit the CPARS.

Therefore, the Government will not use an interim CPARS, and the Government will only use finalized CPARS which are available on the CPARS site.

Question #36. Is this a new requirement?

a. If not, who is the incumbent contractor?

b. What is the contract Number?

Government Response #36: No, it is not a new requirement. The incumbent is MAXMED SARATOGA JV LLC (CAGE 8GSU0), under contract W81K00-21-P-0088.

Question #37 Are there incumbent employees?

a. What are their official hire dates?

Government Response #37: See Government response to question #1

Question #38 What is the anticipated start date?

Government Response #38: The anticipated award date is in February, with the period of performance starting 1 April 2024

Question #39 In section 1.10.b.1(i) Experience, the government states “Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an inpatient, outpatient, and oncology pharmacy technician.”

a) The use of the word “and” in this paragraph limits the responder’s ability to recruit candidates meeting the criteria in this paragraph. In our experience, the pool of available candidates is severely limited because not every pharmacy technician would have additional experience as an oncology pharmacy technician.

b) The responder is suggesting a change to section 1.10.b.1(i) Experience, to read “providing services as an inpatient OR outpatient OR oncology pharmacy technician.” Making this change allows the responder the flexibility to identify a greater number of eligible candidates to meet the governments’ requirements.

Government Response #39:

The PWS has been edited as follows:

Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an inpatient pharmacy technician.

Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an outpatient pharmacy technician.

providing services as an oncology pharmacy technician.

Question #40 What is the annual volume of prescriptions handled by the outpatient pharmacies?

Government Response #40: Department of Pharmacy, BAMC processed 870,969 outpatient pharmacy prescriptions during the last year.

Question #41 What is the annual volume of prescriptions handled by the inpatient pharmacies?

Government Response #41: Department of Pharmacy, BAMC processed 3,458,500 inpatient pharmacy orders during the last year.

Question #42 Besides PYXIS machines, what resources and equipment are available? (e.g., ScriptPro?

GSL Lockers?)

Government Response #42:

• GSL Intellicab

• Script Pro

• Script Center Lockers

• Q-Flow

• Q-Anywhere

• Baxter Automix TPN compounder / Abavcus

• Unit dose machine

• Sterile compounding hoods

• Eyescan tablet counters

• DMLSS Ordering System

• MHS Genesis (Electronic Health Record)

• Q-Track Package Routing System

• T-Metrics

• Medication Prepacking Machine Medi dose/MILT2

• Medication Prepacking Machine IPACK

Question #43 What is the number of pharmacists and other pharmacy professionals currently working in these areas?

Government Response #43:

According to the department, as of 1 December, there are a total of 226 pharmacy professionals performing various duties at BAMC.

Question #44 Can the Government disclose why the current contract is being competed prior to its scheduled end date?

Government Response #44: The Government has determined it is in the best interest to recompete this requirement.

Question #45 Do the Contract Manager and/or the Assistant Contract Manager position(s) need to be on-site/in the San Antonio area, or can one or both be remote?

Government Response #45:

It makes no difference to the COR Cell where the contract managers are located.

Question #46 What percentage of the staffing requirement is currently fulfilled?

Government Response #46:

As of 30 Nov 2023, the contract is 39% filled.

Question #47 How long have the incumbents been in place?

Government Response #47: the current contract started on 1 April 2021.

Question #48 “Experience: Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an inpatient, outpatient, and oncology pharmacy technicians.”

This reads as if the requirement is for personnel to have experience in all three areas. Is the requirement that personnel have experience in either inpatient or outpatient or oncology?

Government Response #48:

As relayed in Government Response #39:

PWS has been edited as follows:

Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an inpatient pharmacy technician.

Contract personnel shall have a minimum of one (1) year of experience within the last five (5) years providing services as an outpatient pharmacy technician.

providing services as an oncology pharmacy technician.

Question #49 Pricing Will the Government please advise how escalation will be handled?

Government Response

While this procurement is under SCA as per the attachment #7 of Solicitation, i.e.

“Attachment 7_WD 2015-5253_Rev21_7-12-2023”, the Offerors shall be aware that award will be made using the Best-Value Tradeoff source selection process.

Compensation Plan and Past Performance, when combined are more important than price. For rhe details, please, see the Attachment 1 “Instructions to Offerors and Evaluations Criteria”. As such, it i an Offeror’s businesses decision to propose the competitive Compensation Plan which is sufficient to attract and maintain the workforce in accordance with the filling rates stated in the PWS. Moreover, it is Offerors’ business decision to apply the escalation rates.

Is this a new requirement or existing contract? If existing, please provide the name of the vendor.

Government Response: MAXMED SARATOGA JV LLC (CAGE 8GSU0).

If it is an existing contract, can the government please provide the number of vacant positions by labor category?

Government Response: The current contract is limited to a single category. As of 30 Nov 23, there are 14 vacancies on contract W81K0021P0088

What is the value of the current contract and for what period of performance?

Government Response: Contract W81K0021P0088 is a base plus 4 option year period contract awarded with a total value of $6,540,011.92.

What are the hours of each shift?

Government Response

Most shifts are 8-hour shifts. The arrival and release times of each shift vary for each of the 10 duty locations. Inpatient shifts require evening and overnight hours.

How many FTEs are there per shift?

Government Response

Patient mission and government staffing levels dictate contracting full time equivalent staffing levels. The evolving nature of the patient care mission and dynamic staffing levels result in variances that are to great to provide reliable findings.

Can we bill the Government for the hours of initial and follow-on training that our personnel are required to take?

Government Response

All initial training is conducted at Brooke Army Medical Center, and is therefore billable. There are no billable training requirements assigned outside of duty hours.