KTR QUESTIONS with GOV RESPONSE (22Jun22).xlsx
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- Solicitation number
- W81K04-22-R-0018
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Department of the Army Medical Command
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KTR Questions & GOV Response
| # | Document | Section/Page | Text | Question | Government Response | |
| 1 | RFP | Pg 3 & 5.9.2 | Deployment Physical FFP Pre-Deployment, Post Deployment. | |||
| 5.9.2 | The physical exams to DOD Emergency Essential Occupational Health Safety Specialists shall be performed IAW guidelines listed by DoDI 6055.05-M Occupational Medical Examinations and Surveillance Manual, May 2, 2007 and in accordance with Combatant Command guidance specific to region of deployment | Will the government clarify how they will communicate region of deployment and will those regions be limited to the theaters provided in the Attachments (Eurcom, Centcom, and Africom)? | (RFP Page ) 5.3.1 The USARC will provide an initial list of civilian personnel, annually thereafter, and on an as-needed basis with new employees and employees leaving the agency to the contractor. USARC will provide the supervisors’ name for each of the civilian personnel. The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical |
examinations no less than 10 working days before each examination date. USARC will identify the theater as needed.
| 2 | RFP | pg 5 & Pricing | Administrative Registered Nurse services FFP | The schedule of services lists the Administrative Registered Nurses Services as an FFP (Firm Fixed Price) item, however the pricing CLIN is formatted as a T&M item. Will the Administrative Nurses services be invoiced as a FFP CLIN based on the expected hours of 4 FTEs or will it be invoiced based on actual hours worked? | (RFP Page 133) 52.212-1 e. Volume V, Factor 4 Price (4) In Attachment C, GFPM, offerors shall propose firm-fixed unit prices for each CLIN. The firm-fixed unit prices shall be inclusive of all tasks. Attachment C, GFPM, is pre-loaded with the formula to calculate the “MAX CLIN AMOUNT” column for each CLIN. (RFP Page 61) 252.232-7006 WAWF Payment Instructions (f)(ii)(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, CLIN is calculated hourly and the expectation is for the contractor to provide 4 full time equivalent services. The positions are expected to remain filled and payment is made only after hours worked and submitted in WAWF. |
| 2 | Pricing | Attachment C, Government Pricing Model, Admin Nurse tab | In preparing our pricing quote, we noticed on Attachment C, Government Pricing Model, Admin Nurse tab, if we as the Prime were to submit an annual direct labor rate, the spreadsheet would automatically calculate several functions for evaluation. This procurement requires small business participation, and this Pricing model does not give the prime bidder the ability to accurately price a rate for a resource potentially being provided by a subcontractor. As it stands the pricing model would apply Medicare, FUTA, SUTA etc.. to the rate quoted. If a bidder is utilizing a sub for that role, the model would incorrectly apply all those functions to an evaluated rate even though it would be the small business subcontractor susceptible to those rate functions. Otherwise, the prime bidder would be simply just a pass through and unable to recoup overhead and management costs. Would the government please provide guidance on how the prime bidder should appropriately apply its annual rate for evaluation when utilizing subcontractors as required? | (RFP Page 131) Volume III, Factor 2 – Subcontracting Plan (Small Business Participation) |
(1) In accordance with FAR Clause 52.219-9, proposals submitted by large businesses shall include a subcontracting plan that separately addresses subcontracting with small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small (RFP Page 133) 52.212-1 e. Volume V, Factor 4 Price (4) In Attachment C, GFPM, offerors shall propose firm-fixed unit prices for each CLIN. The firm-fixed unit prices shall be inclusive of all tasks. Attachment C, GFPM, is pre-loaded with the formula to calculate the “MAX CLIN AMOUNT” column for each CLIN. (RFP Page 61) 252.232-7006 WAWF Payment Instructions (f)(ii)(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report,
| 3 | RFP | Pg 6 & 5.3.4 | The contractor will be reimbursed for no show appointments. | Will the reimbursement for a no show appointment be for the full price of the ordered exam? | |||
| (RFP page 123 - 125) 52.212-1 Instructions to Offerors-- Include Unit Prices and Amounts of all Contractor proposed amounts including a Total proposal Amount on RFP (Contractor Shall Insert proposed No Show Unit Price in GFPM and follow instructions on RFP) | |||||||
| 4 | RFP | pg 24 | (a) Invoice. | Does the government desire invoices at a standard interval (weekly, semi-monthly, or monthly) which would include all services complete for the invoice period including Admin RN hours worked? | (RFP page 60) See 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018) | ||
| 5 | RFP | pg 34, 52.216-18 (a) | (a) | Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. | Will the task orders for this contract be issued for each individual employee, supervisory unit, work location or exam type? | (RFP page 34) (See) Federal Acquisition Regulation 52.216-18 Ordering. (AUG 2020) (RFP page 35) (c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. A Task Order will be issued with the available funding to match the maximum CLIN amounts projected and available for the stated Period of Performance. | |
| 6 | RFP | pg 34, 52.216-18 (a) | (a) | Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. | How far in advance of the required examination date will the COR issue task orders? | (RFP page 34) (See) Federal Acquisition Regulation 52.216-18 Ordering. (AUG 2020) A Task Order will be issued with the available funding to match the maximum CLIN amounts projected and available for the stated Period of Performance. | |
| 7 | PWS | 1.4 | The contractor shall provide facilities to conduct the physical exams services at each location within the continental United States (CONUS) and Puerto Rico for all identified employees who require examinations. | The PWS states that this contract is for within the continental United States (CONUS) and Puerto Rico, however, one of the locations in the PWS is Joint Base Elmendorf Richardson, Alaska. Is that location in or out of scope? | Reference to CONUS is removed from the PWS. Yes Alaska is in Scope. | ||
| 8 | PWS | 1.4 & 5.3.8 | 1.4 Scope: The Contractor shall provide comprehensive physical examinations to include laboratory results and a Medical Doctor recommendation for each exam. | ||||
| 5.3.8 A licensed Medical Doctor, Physician Assistant, or Nurse Practitioner may complete Mechanics and Emergency Essential Occupational Safety personnel examinations. | Section 1.4 states that all physical examinations must include a Medical Doctor (MD) recommendation, however, section 5.3.8 states that a Physician Assistant(PA), or Nurse Practitioner(NP) may complete the examinations for Mechanics and Emergency Essential Occupational Safety personnel. Will the recommendation of the PA or the NP be accepted in place of the MD when the examination is conducted by those clinicians? | (RFP page 79 and RFP page 100) 5.3.8 Physical Exams: A licensed medical doctor shall complete all Fire Fighter, Security Guard, and Police Officer |
physicals including documentation for any visits related to worker’s compensation. A licensed Medical Doctor, Physician Assistant, or Nurse Practitioner may complete Mechanics and Emergency Essential Occupational Safety personnel examinations. All physical examinations shall include a legible signature block to include name and signature.
9 PWS 1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 a.m. to 5:00 p.m. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Please clarify the time zone for the hours of operation. (RFP page 68) 1.4 Scope: The Contractor shall provide comprehensive physical examinations to include laboratory results and a Medical Doctor recommendation for each exam. The Contractor shall provide four (4) Full Time Equivalent (FTE) Administrative Registered Nurse’s services physically located at USARC HQ. The contractor shall provide facilities to conduct the physical exams services at each location within the 50 United States to include Puerto Rico for services required.
10 PWS 1.6.5 Place of Performance: Physical exams shall be provided at the contractor’s facilities throughout CONUS and Puerto Rico. Does the place of performance also include Ft Bragg, NC? (RFP page 68) 1.4 Scope: The Contractor shall provide comprehensive physical examinations to include laboratory results and a Medical Doctor recommendation for each exam. The Contractor shall provide four (4) Full Time Equivalent (FTE) Administrative Registered Nurse’s services physically located at USARC HQ. The contractor shall provide facilities to conduct the physical exams services at each location within the continental United States (CONUS) and Puerto Rico for all identified employees who require examinations. USARC HQ is located at Ft Bragg NC. (RFP page 69) 1.6.5 Place of Performance: Physical exams shall be provided at the contractor’s facilities throughout CONUS and Puerto Rico.
11 PWS 1.6.7, 1.6.15.4 and4.3, Page ?? 1.6.7 Security Requirements: Contractor personnel performing work under administrative nursing services for this contract must have a completed Form DD254 and a Secret Security Clearance or an interim Secret Security Clearance granted by appropriate U.S. Government security department prior to their first day of work. The contractor employee must maintain the level of security required for the life of the contract. The Contractor is responsible for all Administrative Registered Nurse (RN) to obtain and maintain a secret clearance. The contractor shall provide the completed Form DD254 to the appropriate U.S. Government security department who will complete the final approval/disapproval of the DD254.
1.6.15.4. The Contractor shall possess and maintain a NACI facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a NACI security clearance from the Defense Industrial Security Clearance Office. The DD 254 will be completed in the event that the Government requires contractors to possess and maintain a Secret clearance for contracts that require handling or access to classified information
4.3. The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment 3. The PWS contains inconsistent security clearance requirements. Section 1.6.15.4 indicates a NACI facility clearance is required. However, Section 4.3 indicates Contractor shall possess a Secret facility clearance. Further, Section 1.6.15.4 states that a Secret clearance is required for contracts that require handling or access to classified information. Based on solicitation documents, this contract would not require the contractor and its personnel to have access to classified information.
Imposing secret-level security clearances on the contractor facility and personnel will have a detrimental and limiting effect on competition for this requirement.
a. Will the Government consider removing the secret clearance requirement for the contractor facility and personnel?
| b. Will the Government clarify that a NACI background investigation is acceptable for contractor personnel assigned to work under the contract? | (RFP page 69) 1.6.7 Security Requirements: Contractor personnel performing work under administrative nursing services for this contract must have a Secret Security Clearance or an interim Secret Security Clearance granted by appropriate U.S. Government security department prior to their first day of work.... The security clearance paperwork shall be completed by the contractors employee through the Government Security Office. | |||||
| 12 | PWS | 3.3 | Fort Bragg Equipment: The Government will provide office equipment (scanners, fax machines and printers) to include Government laptops. | Would the government consider allowing the Administrative RNs to use contractor laptops on Government site that connect to the contractor's network via an approved VPN connection in addition to, or in lieu of the Government supplied laptop? | (RFP page 77) 3.4 Fort Bragg Materials: The Government will provide materials required to adhere to the Standard Operating Procedures and Policies at the USARC. The Government will provide all forms, and regulatory materials and |
required office machines. The Government will not be responsible for contractor owned property.
| 13 | RFP | 4.3 | The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. | Does this requirement apply to all employees working on this contract regardless of work location or only to contract employees who work onsite at Ft. Bragg? Given that the contract does not appear to require contractor access to classified information, and the substantial detrimental effect the current security clearance requirements will have on competition, will the Government: (1) remove the SECRET facility and personnel security clearance requirements and (2) confirm that an NACI background investigation is acceptable for contractor personnel assigned to this contract? | (RFP page 69) 1.6.7 Security Requirements: Contractor Employee (Administrative Registered Nurse) performing work under this contract must have a Secret Security Clearance or an interim Secret Security Clearance granted by appropriate U.S. Government security department prior to their first day of work.... | |
| 14 | PWS | 4.3 | The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment 3. | Can the program office clarify the security requirements for data storage in support of the program? Given that the contract does not appear to require contractor access to classified information, and the current security clearance requirements will have a substantial detrimental effect on competition, will the Government: (1) remove the SECRET facility clearance requirement and allow the contractor to utilize a FISMA Moderate accredited data center for storing service information and (2) confirm that a NACI background investigation is acceptable for contractor personnel assigned to this contract? | (RFP Page 68) 1.4 Scope: The Contractor shall provide comprehensive physical examinations to include laboratory results and a Medical Doctor recommendation for each exam. The Contractor shall provide four (4) Full Time Equivalent (FTE) Administrative Registered Nurse’s services physically located at USARC HQ. (1) (Administrative Registered Nurse) must have Secret Clearance (RFP Page 78) 4.3 The contractor shall possess and maintain a SECRET facility clearance... (Removed from RFP) (2) Contractor provided Facilities are not classified. | |
| 15 | PWS | 4.3 | The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment 3. | Given that the contract does not appear to require contractor access to classified information, will the Government: (1) remove the SECRET facility and personnel clearance requirements and allow the contractor to utilize a FISMA Moderate accredited data center for storing service information and (2) confirm that a NACI background investigation is acceptable for contractor personnel assigned to this contract? | The Contractors Employee (Administrative Registered Nurse) will work inside a secure facility, must have a secrete clearance to gain entrance and perform the services required under the PWS. | |
| 16 | PWS | 1.6.11 & 2.1.6 | 1.6.11 Key Personnel. The Program Manager and the Alternate Program Manager are considered key personnel. | |||
| 2.1.6 2.1.6. | KEY PERSONNEL. Key personnel consist of the program manager. | Please clarify if the Alternate Program Manager is considered Key Personnel. | (RFP page 71) 1.6.11 Key Personnel. The Program Manager and the Alternate Program Manager are considered key personnel. One of the 2 contractor personnel mentioned in the preceding sentence shall be available to adhere to the terms of the contract. | |||
| 17 | PWS | 1.6.11.1 | 1.6.11.1 The Program Manager shall respond to telephone calls from the KO and COR within sixty minutes. | Is the sixty minute response time referenced in Section 1.6.11.1 only required during standard business hours | Yes | |
| 18 | PWS | 1.6.11.1 | 1.6.11.1 The Program Manager shall respond to telephone calls from the KO and COR within sixty minutes. | Does the sixty minute response time referenced in Section 1.6.11.1 apply to calls received within the last business hour of the day or work week to extend to the next business day? | Yes. The Contractor POC - Program Manager or Alternate will be available during normal business hours identified in the PWS. | |
| 19 | PWS | 5.1, 5.2, & 5.3.8.2 | 5.1 The contractor shall provide physicals exams services to support U. S. Army Reserve, and enter the data into their Electronic Medical Record system, transmitting the entire results (lab results and testing results) to the Administrative RN Representative in a secure via direct messaging in the Continuity of Care Document format within five (5) business days of appointment. |
5.2 Administrative RN’s shall retrieve physical exam results from the contractors EHR portal, review to ensure all require documents, test and lab results are properly documented on correct forms. They will evaluate/audit and input medical data of employees in the USAR EHR portal within three (3) business days of receiving documents.
| 5.3.8.2 | The Contractor Clinics shall send the signed full physical examination report to include the laboratory results and signed physician recommendation to the Administrative RN within 10 business days of performing the exam. | The time standards set in Sections 5.1, 5.2, and 5.3 appear to be in conflict. If the physician has ten business days from the appointment to return the documentation to the RN and the RN has 3 days to review the documentation before uploading it to the USAR EHR portal, then the RN can not upload the completed documentation within 5 days of appointment. Can the government provide clarification on these timing requirements? | 5.1 & 5.2 are for different contractor personnel task and timelines 5.1 (Upon completion of the exam/appointment the Medical examiner i.e. - Dr. PA etc...has 5 days to send the signed documents electronically to the Contractor Administrative RN. 5.2 (The Contractor Admin RN has 3 days to review and upload the examination into the Gov EHR portal) Scheduling an examination 5.3 list the actions prior to an examination taking place... | |
| 20 | PWS | 5.1, 5.2, & 5.3.8.2 | 5.1 The contractor shall provide physicals exams services to support U. S. Army Reserve, and enter the data into their Electronic Medical Record system, transmitting the entire results (lab results and testing results) to the Administrative RN Representative in a secure via direct messaging in the Continuity of Care Document format within five (5) business days of appointment. |
5.2 Administrative RN’s shall retrieve physical exam results from the contractors EHR portal, review to ensure all require documents, test and lab results are properly documented on correct forms. They will evaluate/audit and input medical data of employees in the USAR EHR portal within three (3) business days of receiving documents.
| 5.3.8.2 | The Contractor Clinics shall send the signed full physical examination report to include the laboratory results and signed physician recommendation to the Administrative RN within 10 business days of performing the exam. | There several references to maximum performance measurements for steps within the examination process, however not all steps are accounted for. Can the government clarify the timeline for completion of services beginning with the issuance of task order and finishing with the upload of completed documentation? | (RFP page 78) See section 5 Specific Tasks | |||
| 21 | PWS | 5.2 | Additionally provide occupational health nursing guidance, counseling, and education to employees and supervisors on examinations, screening, medical documentation and follow-up examination requirements. | Will the occupational health nursing guidance, counseling and education be requested via task order? | (RFP page 78) 5.2 Administrative Registered Nurse Services. All services are included on the task order for CLIN 0006, 1006, 2006, 3006, and 4006 for Administrative Registered Nurse as stated in the PWS covering each Ordering period. | |
| 22 | PWS | 5.2 | Administrative Registered Nurse Services. The contractor shall provide Administrative RN services at Fort Bragg. Services shall consists of collecting, reviewing, and evaluate/audit exams performed including the input of medical data for employees in the Electronic Heath Records (EHR) portals. | In section 5.2 the government requires the Admin RN to be physically located at Ft Bragg. Will the government entertain and existing and innovative solution that allows the Admin RN to securely access the Electronic Health Record (EHR) portals from a remote location? | No | |
| 23 | PWS | 5.3.1 | The USARC will provide an initial list of civilian personnel, annually thereafter, and on an as-needed basis with new employees and employees leaving the agency to the contractor. USARC will provide the supervisors’ name for each of the civilian personnel. The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. | Will the roster provided by the USARC include the previous examination date for each employee? | ||
| No | ||||||
| 24 | PWS & Exhibit A | 5.3.1 & Exhibit A | 5.3.1 The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. |
| Exhibit A: Contact USAR personnel identified to receive physical examination and personnel supervisor telephonically and via email to schedule appointment date for physical examination 10 working days before examination date | The requirements of Sections 5.3.1 and Exhibit A regarding contacting the personnel receiving the examination appear to be in conflict. Will the contractor be required to contact both the supervisor and employee or only the supervisor? | The Personnel (Employee) supervisor Shall be the point of contact. (Exhibit A PRS is corrected to read USAR Supervisor for all personnel identified to receive physical examinations…) | ||||
| 25 | PWS | 5.3.1 | The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. | Is there are a requirement for how long the supervisor has to respond to the contractor for appointment scheduling? | The supervisor will reply immediately or the Contractor Administrative RN shall assist in the coordination. The USARC Contracting officer Representative and and the Contractor Program Manager shall resolve this type of issue if reoccurring. | |
| 26 | PWS | 5.3.1 | 5.3.1 The USARC will provide an initial list of civilian personnel, annually thereafter, and on an as-needed basis with new employees and employees leaving the agency to the contractor. USARC will provide the supervisors’ name for each of the civilian personnel. The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. | When the roster is supplied to the contractor will the date that examinations need to be completed by also in on the roster? | ||
| (RFP page 34) (See) Federal Acquisition Regulation 52.216-18 Ordering. (AUG 2020) (RFP page 35) (c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple |
destinations or performance at multiple locations. 5.3.1 ...The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date.
| 27 | PWS | 5.3.1 | 5.3.1 The USARC will provide an initial list of civilian personnel, annually thereafter, and on an as-needed basis with new employees and employees leaving the agency to the contractor. USARC will provide the supervisors’ name for each of the civilian personnel. The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. | How will the government ensure that supervisors respond to telephonic and email contacts for appointment scheduling in a timely manner? | The government Will ensure that the Employee/Personnel supervisor is responsive. The contractor shall notify the COR immediately if there are any delays in the supervisor response time. The government is responsible for the employees and supervisors and will hold them accountable. The Administrative RN and or Program manager shall contact the USARC COR for any issues. |
| 28 | PWS | 5.3.1 | 5.3.1 The USARC will provide an initial list of civilian personnel, annually thereafter, and on an as-needed basis with new employees and employees leaving the agency to the contractor. USARC will provide the supervisors’ name for each of the civilian personnel. The contractor shall contact USARC supervisors for all personnel identified to receive physical examinations telephonically and via email to schedule appointment date for physical examinations no less than 10 working days before each examination date. | After how many attempts to contact the supervisor to schedule appointments should the contract return the Task order to USARC? | The Task Order covers all deliverables funded during the ordering period. The Administrative RN and or Program manager shall contact the USARC COR for any issues. (RFP page 34) (See) Federal Acquisition Regulation 52.216-18 Ordering. (AUG 2020) (RFP page 35) (c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple |
destinations or performance at multiple locations.
| 29 | PWS | 5.2.8.2.1 | A signed medical certificate will be issued for each physical examination with disposition and any follow up requirements | Will the government be providing the form or certificate required in Section 5.2.8.2.1? | (RFP page 80) 5.3.8.2.1 (Official medical certificate [Gov authorized examination Form as provided] completed in entirety and signed by the authorized examiner) |
| 30 | PWS | 5.2.8.3 | 5.3.8.3 | Various Types of Examinations |
| (1) | The various types of exams are as follows: Pre-Deployment, Post Deployment, and Retirement/Termination. | How will the contractor be notified if the exam is deployment related? | When the examination is submitted / requested to the contractor the type of examination is identified | ||
| 31 | PWS | 5.2.8.3 | 5.3.8.3 | Various Types of Examinations |
| (1) | The various types of exams are as follows: Pre-Deployment, Post Deployment, and Retirement/Termination. | Annual exams are not listed as an examination type in Section 5.2.8.3 but it is one of the CLINs in the pricing template. Please clarify what constitutes an annual exam. | Attachment 4 Firefighter Annual Exam Form Attachment 11 Chronological Police Security Guard Annual Physical Attachment 14 Maintenance Personnel Annual Physical Exam Form | ||||
| 32 | PWs | 5.3.5 | Forms needed prior to exam: Contractor shall email USAR medical forms within ten (10) business days prior to appointment to the USARC personnel’s supervisors. The USARC supervisors will ensure that the personnel pre- fill medical forms and provide the forms to clinical staff for completion during physical examination. | Will the government consider medical forms completed by the employee via the contractor portal an alternative to emailing forms to the supervisor? | The forms must completed must be identical to the forms listed in the RFP | ||
| 33 | PWS | 5.3.8 | 5.3.8 | Physical Exams: A licensed medical doctor shall complete all Fire Fighter, Security Guard, and Police Officer physicals including documentation for any visits related to worker’s compensation. | Section 5.3.8 contains the only reference in the solicitation to worker's compensation. Which physicals required under this contract are related to worker's compensation? | USARC shall notify the contractor of the type of examination required for each request. 5.3.8 States the type of Exam and the reason that a licensed medical doctor shall complete and sign these types of exams. | |
| 34 | PWS | 5.4.1 | Perform exams to DoD Fire Fighters/EMS personnel using the forms listed in Attachments. | The attachments provided with the solicitation do not include all of the required/listed forms in 5.4.1. Can the government provide these forms? | RFP PWS Correction - 5.4.1 Perform exams to NFPA 1582 Standards on Comprehensive Physical Exams for Fire Fighters/EMS Personnel. | ||
| 35 | PWS | 5.4.3 | Components: ECG & Chest X-RAY | What percentage of Firefighters are Divers? What percentage of non-divers are over 40 years old? | statistics not available | ||
| 36 | PWS | 5.4.3 | "Components: Lifting weight 45 lbs" | What test is used to determine if "lifting weight 45 lbs" is met? | Contractor Medical Provider determination | ||
| 37 | PWS | 5.4.3 | "Components: titer or series" | Several services indicate titer or series-what is the system of record/proof that will be used to determine if examinee has one or the other? | Contractor Medical Provider determination | ||
| 38 | PWS | 5.4.3 | "Components: Influenza" | Will contract exclude influenza vaccine if appt occurs outside Aug and June timeframe? | No | ||
| 39 | PWS | 5.4.3 | Components: Perfluoroalkyl and Polyfluoroalkyl substances (PFAS) Occurrence: Annually if employee provides consent | If the employee does not provide consent under Section 5.4.3 Components: Perfluoroalkyl and Polyfluoroalkyl substances (PFAS), how should the contractor document? | Contractor Medical Provider determination | ||
| 40 | PWS | 5.5.2 | Level A and B evaluations: guidance on cardiac testing and evaluation… | Section 5.5.2 references Level A and B evaluations, can the government provide additional information on these evaluations? | Contractor Medical Provider determination | ||
| 41 | PWS | 5.5.2.2 | 5.5.2.2 | Police Officer’s and Guards over 40 years old | Roughly what percentage of Police and Guard are over 40 years old? | Statistics unavailable | |
| 42 | PWS | 5.5.2.2 | Cardiac testing and cardiology consult | The cardiac testing and cardiology consult referenced in Section 5.5.2.2 are not included in the GFOM, can the government include a way to price these services? | Contractor Medical Provider determination | ||
| 43 | PWS | 5.6 | Profile/Medical Records | Profiles could be given…are they expecting us to write profiles or just review them? May need a question here. 5.6.1 references review of outside provides so the lines above it are confusing. Who is responsible for returning the profile "to the outside provider for specifics"? | Contractor Medical Provider makes determination and may recommend profile based upon examination and documenting on forms provided. | ||
| 44 | PWS | 5.6.1 | "Components: titer or series" | Section 5.6.1 indicates titer or series, what is the standard to be used to determine if the examinee has one or the other? What is the standard of proof required for validation? | Contractor Medical Provider determination | ||
| 45 | PWS | 5.8, Page 84 | Maintenance Shop Personnel requiring a Commercial Motor Vehicle Operators Medical Certification CDL: Commercial Motor Vehicle Operator Medical Clearance/ CDL physicals shall be performed in accordance with 49 CFR §391.41 Even if CDL medical certificate is valid for 2 years, annual surveillance physicals are still required for Maintenance Personnel. | What percentage of maintenance shop personnel need to have a CDL Exam? | CDL examinations shall be submitted by the government when required. | ||
| 46 | PWS | 5.7.3 | Components: PFT & Chest X-ray | What is the historical percentage of Maintenance Shop personnel that required a PFT & Chest x-ray due to clinical indication? | statistics not available | ||
| 47 | PWS | 5.8.1 | "Components: Vision screen per CDL form" | Will the "CDL form" referenced in Section 5.8.1 be provided? | see 49 CFR §391.41 |
Physical qualifications for drivers
| 48 | PWS | 5.9.3 | "Components: titer or series" | Section 5.9.3 indicates titer or series, what is the standard to be used to determine if the examinee has one or the other? What is the standard of proof required for validation? | Contractor Medical Provider determination |
| 49 | RFP | Exhibit A | PRS: Changes to Quality Plan: Within 5 business days of completing the full physical exam to include laboratory results. | In Exhibit A, Row 3 dealing with Changes to the Quality Plan the Performance Standard does not seem to be linked to the Performance Objective, can the government clarify the requirement? | Typo (RFP page 98) Exhibit A - will be corrected to match "Any changes to the quality control plan shall be submitted in writing within five (5) business days to the Contracting Officer." |
| 50 | RFP | Exhibit A | Framingham Risk Calculation | Please supply the approximate percentage of police and guards over 40 years of age. | statistics not available |
| 51 | RFP | Exhibit C | Respirator Medical Recommendation | In Exhibit C, Respirator Medical Recommendation, can the government provide the frequency and submit to data? | statistics not available |
| 52 | RFP | Exhibit J | Maintenance Shop Personnel Locations | In Exhibit J, can the government provide a street address for the point used to determine the 60 mile distance for each personnel location. | Within 60 miles of each city limit |
| 53 | RFP | Exhibit L | Emergency Essential Occupational Health & Safety Specialist Locations | In Exhibit L, can the government provide a street address for the point used to determine the 60 mile distance for each personnel location. | 60 miles with in each city limit |
| 54 | Attach C | CLIN x001 | Ordering period 1 9/22/22 - 9/22/23 | Will the ordering period in Attachment C for CLIN x001 be adjusted based on the contract award date? | Yes |
| 55 | Attach C | CLIN x001 | Ordering period 1 9/22/22 - 9/22/23 | Please clarify the expected contracting schedule, including contract award, transition period and ordering period. | The contractor shall address the initial start of operations within the Mission Capability and Technical Approach sub factor of the Technical Proposal. |
| 56 | Attach C | CLIN x001 | Ordering period 1 9/22/22 - 9/22/23 | The solicitation does not include an articulated transition period. What is the government's timeline for the contractor's transition in? Would it allow for a 90 day transition period from contract award? | The contractor shall address the initial start of operations within the Mission Capability and Technical Approach sub factor of the Technical Proposal. |
| 57 | Attach C | CLIN x001 | 52.216-18 (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued 22 September 2022 through 21 Sep 2027 or 21 March 2028, if 52.217-8, Option to Extend Services, is exercised. | The solicitation references ordering services under this contract via task orders, however there is not detail in the PWS of those task orders. Can the government clarify the elements of the task orders including the level of detail - i.e. employee type, installation or supervisor? | The Task Orders are issued based upon the quantities and ordering periods listed on the 1449/RFP. |
| 58 | RFP & Attachment C | RFP & Attachment C | Section SF 1449 Continuation Sheets and GFPM | The GFPM does not include quantity guidance and the quantities specified in the Section SF 1449 continuation sheet do not align with the CLIN structure in the GFPM. These discrepancies may result in offerors using very different sets of assumptions to arrive at a CLIN prices. Would the government consider including quantity guidance within the GFPM for each CLIN? | (4) In Attachment C, GFPM, offerors shall propose firm-fixed unit prices for each CLIN. The firm-fixed unit prices shall be inclusive of all tasks. Attachment C, GFPM, is pre-loaded with the formula to calculate the “MAX CLIN AMOUNT” column for each CLIN. The Unit Price and total cost for each CLIN represented is entered on the 1449. (The GFPM is a price breakdown) |
| 59 | RFP & Attachment C | RFP & Attachment C | Section SF 1449 Continuation Sheets and GFPM |
5.4 Physical Exams to DOD Firefighters/Emergency Medical Services (EMS)
5.5 Physical Exams to DOD Police and Guards
5.7 Physical Exams to DOD Maintenance Shop Personnel
5.9 Physical Exams to DOD (Emergency Essential) Occupational Health & Safety Specialist
| The PWS sections 5.4, 5.5, 5.7, & 5.9 detail requirements for physical examination for Fire Fighter, Police/Guard, Maintenance Shop and Essential Emergency Specialists respectively. These requirements do not specify requirements for deployment physicals. The Schedule of Services and GFPM specify deployment physicals in CLIN x001. Will the government detail the requirements for Pre-Deployment, Post Deployment exams, physical examination type (Fire Fighter, Police/Guard, Maintenance shop or Essential Emergency Specialist)? | |||||
| See (RFP page 68) 1.2 Background: and 1.3 Objective The examinations are submitted to the Contractor as needed by the Government. The Signed Certified Medical Examination record is used by the USARC HQ to Determine for performance of occupational medical (physical) examination to Firefighter, Police and Guards, Maintenance Personnel, and Emergency Essential Occupational Health and Safety Specialist in Deployable positions with the purpose of determining their ability to execute the essential functions and fitness for duty. | |||||
| 60 | RFP & Attachment C | RFP & Attachment C | Section SF 1449 Continuation Sheets and GFPM | Section SF 1449 has a CLIN (x007) in each ordering year for a no show appointment but the GFPM does not include a pricing tab for that CLIN. Will the government add a tab to the GFPM for the CLIN? | TAB ADDED TO GFPM The Contractor shall provide a UNIT Price I.A.W. standard commercial practice. The Government doesn't require a fully burdened rollup like the other CLINs for the contractor proposed price of a No Show appointment. |
| 61 | RFP & Attachment C | RFP & Attachment C | Section SF 1449 Continuation Sheets and GFPM | Section SF 1449 has a CLIN (0008) in the first ordering year for a Post Award Conference. The GFPM does not include a pricing tab for that CLIN. Will the government add a tab to the GFPM for that CLIN? | TAB ADDED TO GFPM |
| 62 | Attach C | CLIN x001, x002,x003, x004, x005 | GFPM | The GFPM does not include a line-item for program management or technology. Will the government consider adding a line to the CLIN to account for program management and technology or create a separate CLIN for Program Management and Technology? | No CLIN will be added for Contractor Program Management. The Contractor is responsible for providing a POC/Program Manager for the government to contact regularly for contract administration and any issues that arise due to daily business and unforeseen actions. Positions such as "contractor program manager' are one of the reasons that the government allows the contractor to bill for contract administration. |
| 63 | Attach C | CLIN x001, x002,x003, x004, x005 | GFPM | The GFPM does not include a line-item for the clinician encounter for any of the CLINs. Will the government consider adding a line to the CLIN to account for the clinician encounter? | No CLIN shall be added. The Government is paying for examination services as stated in the RFP. The government is not paying for any personal or non-personal services not already listed in the RFP. |
| 64 | Attach C | CLIN x005, | CLIN x005 Police/Guards Physical Comprehensive Physical Examination to Police/Guards. | When will CLIN x005 be used as opposed to x004 Annual Physical Exams? | |
| Each Examination shall be requested as needed not to exceed the maximum quantity listed per CLIN. | |||||
| 65 | Attach C | CLIN x004 | Annual Comprehensive Physical: Exams for Fire Fighter, Police/Security Guard, Maintenance Personnel and, Occupational Health & Safety Specialist. | CLIN 004x specifies Annual comprehensive physical for more than one employee type whose exams have different requirements, including the credential required for the clinician completing the exam. Will the government separate the CLIN by employee type to allow for more accurate pricing? | The CLIN structure shall remain as currently listed. Each Examination shall be requested as needed not to exceed the maximum quantity listed per CLIN. |
| 66 | Attach C | CLIN x002 | NFPA 1582 Standards on Comprehensive Physical Exams for Firefighters | When will CLIN x002 be used as opposed to x004 Annual Physical Exams? | |
| CLIN x002 will be used as needed in addition to CLIN x004 Annual Physical Exams. Each Examination shall be requested as needed not to exceed the maximum quantity listed per CLIN. | |||||
| 67 | Attach C | CLIN x003 | CLIN x003 CDL Physical 49 CRF §391.41 Standard - Commercial Motor Vehicle Operators Medical Certification | Will CLIN x003 ever be ordered as a stand alone service or will it always be in conjunction with CLIN x004? | CLIN x003 CDL Physical is ordered as needed and doesn't always accompany CLIN x004 Annual Physical Exams. Each Examination shall be requested as needed not to exceed the maximum quantity listed per CLIN. |
| 68 | Attach C | CLIN x001 | Hepatitis B Vaccine Series or Record of Positive Titer | In Attachment C under CLIN x001, the line for Hepatitis B contains both vaccine series and record of positive titer which have very different prices. Would the government consider separating these items into two separate lines or providing historical data guidance on the prevalence of each? | At the request of Contractor Question Additional Lines were added to GFPM for proposed Unit Price on the following: Hepatitis B Vaccine Series and another line for Record of Positive Titer. Hepatitis A Vaccine Series and another line for Hepatitis A Record of Positive Titer MMR (Measles, Mumps And Rubella) Vaccine Series and another line for MMR (Measles, Mumps And Rubella) Record of Positive Titer |
| 69 | Attach C | CLIN x001, | Hepatitis A Vaccine Series or Record of Positive Titer | In Attachment C, the line for Hepatitis A contains both vaccine series and record of positive titer which have very different prices. Would the government consider separating these items into two separate lines or providing historical data guidance on the prevalence of each? | The Line is required as currently stated by the Government |
| 70 | Attach C | CLIN x001, | MMR (Measles, Mumps And Rubella) Vaccine Series or Record of Positive Titer | In Attachment C, the line for MMR contains both vaccine series and record of positive titer which have very different prices. Would the government consider separating these items into two separate lines or providing historical data guidance on the prevalence of each? | The Line is required as currently stated by the Government |
| 71 | Attach C | CLIN x001, | Varicella Series or Record of Positive Titer | In Attachment C, the line for Varicella contains both vaccine series and record of positive titer which have very different prices. Would the government consider separating these items into two separate lines or providing historical data guidance on the prevalence of each? | The Line is required as currently stated by the Government |
| 72 | Attach C | CLIN x005, | Hepatitis B Vaccine Series or Record of Positive Titer | In Attachment C under CLIN x005, the line for Hepatitis B contains both vaccine series and record of positive titer which have very different prices. Would the government consider separating these items into two separate lines or providing historical data guidance on the prevalence of each? | The Line is required as currently stated by the Government |
| 73 | RFP | General Instructions, Page 124 | g. Questions, Clarifications, or Discrepancies. Address all questions, clarifications, or concerns |
regarding this full proposal submission in writing and Email to: Mr. Marvin B. Baker, Contract Specialist via e-mail at marvin.b.baker.civ@mail.mil, and Mr. Stephen C. Edington, Procuring Contracting Officer, via e-mail at stephen.c.edington.civ@mail.mil, referencing solicitation number W81K04-22-R-0018. Questions may be submitted up to 14 calendar days prior to full proposal submission date located in block 8 of the SF 1449, and in the format at Attachment E Past Performance Questionnaire, “Question and Answer Template”
| Attachment E Past Performance Questionnaire is referenced as "Question and Answer Template." in Section g. of General Instructions but is not a question and answer template. Contractor has created a template to provide initial questions. Would Government please confirm this form is acceptable, and if not, please provide question and answer template immediately? | The questions and responses are included in this document | ||||
| 74 | RFP | Block 8 of STANDARD FORM 1449 | RFP Due Date | Due to the extensive nature of information still requiring clarification. Contractor respectfully requests Government consider an extension of 14 calendars days to the due date of the RFP from the date answers are received to allow sufficient time for the solution, RFP response, and pricing to be modified accordingly. | the Government will consider an extension and amend the RFP if deemed necessary. |
| 74 | General | Would the government consider extending the deadline to one week from the date questions are answered? | the Government will consider an extension and amend the RFP if deemed necessary. | ||
| 75 | RFP | Volume IV, Factor 3 Past Performance; page 131 | (3) The Offeror shall provide a list of all past performance customer reference points of |
contact (POCs). POC customer reference information shall be submitted in the format referenced in Attachment 4, “Customer Reference Information Sheet.” Provide a complete description of the work involved. Since the Government may obtain past performance information from sources other than those provided by the Offeror, offerors are encouraged to provide details on any past performance problems and the corrective actions taken.
Additionally, the Government may or may not obtain information on all of the offerors listed contract references and/or may or may not contact all of the identified POCs. Each submission shall include the following:
(a) Customer Reference Information Sheet (Attachment D). The Offeror shall fill provide a completed sheet for every submission and shall include this sheet as part of their performance assessment submission. a. The RFP refers to the Customer Reference Information Sheet as both Attachment D and Attachment 4. Please confirm that there is not a separate Customer Reference Information Sheet to complete beyond Attachment D.
b. Will the Customer Reference Information Sheets for the three past performance references count toward the 6 page limitation for Volume II, Factor 2 Past Performance?
| a. the Customer Reference Information Sheet is correct in the name 'Attachment D' the Name Attachment 4 will be changed to 'Attachment D' b. Yes - the PPR count towards the 6 page limit for Volume II Factor 2 Past Performance. | ||||
| 76 | RFP | General Instructions paragraph g., Page 124 And Attachments D and Attachment E | Past Performance - ***6 page limitation for Volume III, Factor 2-Past Performance includes: Customer Reference Information Sheet(s) and Attachment 5, Past Performance Questionnaire. | a. The language in the RFP refers to Attachment 5 Past Performance Questionnaire. Is this meant to be Attachment E as was attached to the RFP? |
b. Is the Customer Reference Information Sheet referred to in this language the Attachment D - CUSTOMER REFERENCE INFORMATION SHEET?
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