Industry Day Med Referral Slides 07 August 2023.pptx

INDUSTRY DAY

Industry Day Medical Referral Services W81K04-24-R-0001

8 August 2023

Presented By:

Yvonne Y. Camarce, Contacting Officer and Maria Fidone, Contract Specialist

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Army OTSG

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AMERICA’S ARMY:

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SCHEDULE

9:00 a.m. – 9:15 a.m. Registration/Welcome/Introductions

9:15 a.m. – 9:45 a.m. Overview of Medical Referral Services

9:45 a.m. – 10:15 a.m. Medical Referral Requirement

10:15 a.m. – 10:30 a.m. Break

10:30 a.m. – 11:30 a.m. Solicitation Requirements and Evaluation Procedures

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ADMINISTRATIVE ANNOUNCEMENTS

This contract provides support to the U.S. Military Entrance Processing Command (MEPCOM) Military Entrance Processing Stations (MEPS) and will be administered by the Army’s Health Readiness Contracting Office (HRCO)

During the briefings:

Place the speaker in MS Teams on mute If you have an administrative question, please submit in writing by August 15, 2023

Clarifications and Questions related to the RFP Must be submitted via email

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ADMINISTRATIVE ANNOUNCEMENTS

To be posted on PIEE.Gov after conference:

Briefing Slides Official responses to clarifications and questions Company and authors’ names excluded

Unauthorized Activities Sidebars with Government Personnel Use of Recording Devices

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Introduction of Government Team

Contracting Officer – Ms. Yvonne Y. Camarce Yvonne.y.camarce.civ@health.mil

Contract Specialist – Ms. Maria Fidone Maria.g.fidone.civ@health.mil

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Introduction of Government Team

HQ US MEPCOM Representatives Lt Col Steven E. Tutaj Michael Mitsch Viktoriya Abrashkin

Physicians COL Kevin L. Cummings MAJ Jacob Robinson

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Overview

Lt Col Steven E. Tutaj Acquisition and Contracting Deputy/Director

HQ USMEPCOM

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This contract provides non-personal medical referral services to the USMEPCOM Military Entrance Processing Stations (MEPS), to include supporting satellite cities, and remote processing stations (RPS) throughout the continental United States, Alaska, Hawaii, and Puerto Rico.

Medical referral services will support medical examinations provided to applicants processing into the Active, Reserve and National Guard components of the Armed Forces for Departments of Army, Navy, Air Force, Marine Corps, Space Force and United States Coast Guard, and other government agencies such as the National Oceanic and Atmospheric Administration (NOAA).

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Medical Referral Services

Medical Referral services include but are not medical/dental consultations and ancillary/laboratory services listed in Exhibit G Required Services and Scheduling and Referral Processing Times’

Services may be conducted in-person face-to-face or virtual.

In person face-to-face consultations shall be performed the required mile radius of the locations as identified in Exhibit A Locations and Radius or 30 miles of the applicant’s current address.

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Scheduling Services Primary Scheduling The contractor will receive government/applicant preferences for scheduling dates/times. Wherever possible within the remaining contract requirements, the contractor shall schedule appointments to meet government/applicant preferences to maximize the likelihood of attendance.

The contractor shall provide an initial appointment date and time via the portal solution and communicated to the applicant, recruiter, Service liaison, and MEPS. The Government will provide all required contact information for the applicant, recruiter, service liaison and MEPS Secondary Scheduling If the applicant/government is not available to attend the initial appointment date the contractor shall provide an alternate/secondary appointment date.

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Web Based Solution

The contractor shall provide a commercial web browser-based solution as a means to manage the medical referral process, heretofore referred to as the portal.

The contractor’s portal shall include the ability for government personnel to schedule referrals, view referral status, access consult and ancillary/laboratory results, review applicant appointment scheduling, confirm/cancel appointments, generate monthly reports, review current/historical data (what was ordered by MEPS, type of consult and ancillary or laboratory service).

The contractor’s portal shall include the ability for government personnel to schedule referrals, view referral status, access consult and ancillary/laboratory results, review applicant appointment scheduling, confirm/cancel appointments, generate monthly reports, review current/historical data (what was ordered by MEPS, type of consult and ancillary or laboratory service).

The contractor’s portal shall be HIPAA Compliant.

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Cancellations and No Shows

Government Cancellations: If unforeseen events require the cancellation of any type of appointment by the government/applicant, the MEPS Government Point of Contact will notify the specialty consultant or ancillary/laboratory facility at least 24 hours prior to the scheduled appointment. Appointments cancelled by the government/applicant at least 24 hours prior to the scheduled appointment time shall not be billed by the specialty consultant or facility for services not rendered.

No-Shows: Appointments cancelled by the government/applicant within 24 hours of a scheduled appointment time, or unattended without prior notice, shall be billed against the "No-Show" CLIN.

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Exhibit H Network Services Pricing

EXHIBIT H – Network Services Pricing PWS 5.21.1 The base fee for network referral services provided during a task order will be established based upon standard Medicare rates relevant to the zip code associated with the locations identified in Exhibit A. Once established, based fees will remain fixed for the entirety of the task order, typically 12 months. The originating MEPS location for an order will be the applicable zip code that applies for determining the base fee. in the market they were provided in.

PWS 5.21.2 For successfully completed services, the contractor shall be paid the base fee for the services provided in the market they were provided in. Additionally, the contract shall bill the government the agreed to administrative services percentage for each order IAW with the pricing structure of Exhibit H.

PWS 5.21.3 For Government/applicant no-shows as defined by Section 5.10, the contractor shall be paid the no-show fee percentage of the base fee for the services ordered IAW with the pricing structure of Exhibit H.

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Scenario A Example:

The established base fee for a Psychology Consult for orders placed from location in zip code 00000 is established as $100 at task order award based on standard Medicare rates for zip code 00000.

The established administrative services fee for the contractor is 1% for all orders.

In this scenario: Upon completion of the psychology consult services, the contractor may invoice the government for $101. ($100 for the base fee + $1 for the administrative services fee (1% of $100)).

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Scenario A Example:

No-show/late cancellation free for the contractor is 50% of the base fee for all orders.

In this scenario, if the applicant was a no-show, then the contractor may invoice the government for $50 (50% of the base fee).

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Exhibit J Non-Network Service Pricing EXHIBIT J – Non-Network Services Pricing PWS 5.23.3.1 Cost Determination: Within five business days, the contractor shall identify the cost to be charged by the non-network specialty consultant and submit to the government for approval.

PWS 5.23.4 Non-Network Contract Pricing: For successfully completed services, the contractor shall be paid a fixed non-network services administrative fee in Exhibit J. Additionally, the contractor shall bill the government for the agreed to direct cost of the non-network specialty consultant order IAW with the cost-share structure of Exhibit J.

Administrative Fee and Cost/Share Pricing Structure Non-Network Services Administrative Fee for Each Order = $TBD upon contract award/negotiation Contractor Share of Non-Network Direct Cost of Order = %TBD upon contract award/negotiation

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Exhibit J Non-Network Service Pricing (Cont’d) EXHIBIT J – Non-Network Services Pricing Continued Scenario B Example:

Non-Network Services Administrative Fee = $10 Contractor Share of Non-Network Direct Costs = 90% Government Share of Non-Network Direct Costs = 10% The agreed to direct cost of a psychology consult is communicated and approved IAW with Para 5.23.3.1 to be $100.

In this scenario: Upon completion of the psychology consult services, the contractor may invoice the government for $20. ($10 for the Non-Network Services Administrative Fee + $10 for the government share of non-network direct costs (10% of $100)).

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Data Rights

DATA RIGHTS

The Government has unlimited rights to all documents, data and materials, to include the source codes of software or data interfaces developed, produced under this contract. All documents, data and materials produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents, data and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All documents, data and materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. Any source code and data interfaces developed prior to the contract start date or as a result of modifications to existing code, remain the property of the contractor. This right does not abrogate any other Government rights.

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W81K04-18-D-0014 Current Challenges

Days to Appointment Meeting requirement of Medical Special appointments within 15 Business Days from date of order is an industry challenge Transportation; Mileage limits Government constraints limit transportation to 60 miles from the MEPS Non-Network providers Government still needs the requirement met to process an applicant even if the contract network can’t provide Appointment Notifications Quality of reports from providers that meet MEPCOM mission needs

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Medical Referral Services

COL Kevin Cummings USMEPCOM Command Surgeon

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DHA PM 6025.13 Volume 4

DHA PM 6025.13, Volume 4, as referenced in PWS 4.2 and Exhibit B, includes the restriction in section 5.a.(3)(c) stating:

"(c) Portability of state licensure does not apply to:

Non-personal services contractor healthcare providers, unless specifically stated in the applicable contract and specifically approved by the ASD(HA)."

At this time, portability of state licensure does not apply.

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Technical Requirements Clinical Psychologist

Reference Exhibit B for Specialty Consultant Qualifications

Clinical Psychologist Optometrist Physician Assistant Podiatrist Dentist Nurse Practitioner (Advanced Practice Nurse) Physician

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Solicitation Terms and Conditions

Yvonne Y. Camarce Health Readiness Contracting Office Contracting Officer

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FAR Part 12 Commercial Terms and Standards

Period of Performance Five Year Ordering Period

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CLIN Structure

CLIN Structure

0001 – Network Providers - Ancillary 0002 – Network Providers – Medical Consult 0003 – Network Providers – Dental 0004 – Network Providers – Laboratory Services 0005 – Non-Network Providers – Ancillary 0006 – Non-Network Providers – Medical Consult 0007 – Non-Network Providers – Dental 0008– Non-Network Providers – Laboratory Services 0009 – No Shows 0010 – Transition 0011 – Post Award Conference

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Quality Assurance Surveillance Plan

Quality Assurance Surveillance Plan (QASP)

A standard of surveillance for monitoring Medical Referral Services

Contractor performs in accordance with acceptable performance metrics

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Best Value FAR 15.101

Competitive, Trade-Off Source Selection Procedures

Tradeoff Process, FAR 15.101-1

A tradeoff source selection approach

The relative importance of cost or price may vary in relation to other evaluation factors as communicated by the Government to potential offerors in the solicitation per FAR Subpart 15.304(d) and (e).

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Evaluation Factors

Tradeoff Process, FAR 15.101-1 Evaluation Factors

Factor 1. Technical Capability

Factor 2. Performance Risk (Past and or Current Performance)

Factor 3. Small Business Participation/Sub-Contracting Plan

Factor 4. Price

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Basis of Award

Factor 1 is significantly more important than Factor 2. Factor 2 is significantly more important than Factor 3. When combined Factors 1, 2 and 3 are significantly more important than Factor 4.

In accordance with FAR 15.304(e)(1 ), all non-cost factors, when combined, are significantly more important than Price

Offerors are cautioned that the awards may not necessarily be made to the lowest-priced offers

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FAR Provision 52.212-1

Instructions to Offerors (FAR 52.212-1) General Instructions Offerors will be required to submit all documentation/ information detailed within the solicitation, including terms and conditions, representations and certifications, and technical requirements

Failure to submit all required documentation/information may result in a proposal being ineligible for award

In submitting a proposal, offerors will be agreeing to the terms and conditions as written in the entire solicitation

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FAR Provision 52.212-1 Continued

General Instructions continued The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims

The proposal shall not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale methods, processes and procedures to address how the offeror intends to meet these requirements

Offerors shall assume the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror’s proposal

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FAR Provision 52.212-1 Volume I

FAR Addendum to 52.212-1 Instructions to Offerors

Volume I – Administrative Cover Letter Master Table of Contents Contract Administrative Data Completed Signed SF 1449 and all amendments Completed FAR Clauses and Provisions Responsibility Determination Contractor Teaming Arrangement (if applicable) Glossary of Abbreviations and Acronyms

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FAR Provision 52.212-2

Evaluation of Offers (FAR 52.212-2)

Evaluation Approach. Each proposal received will be evaluated with the criteria outlined in the solicitation for the purpose of assessing the proposal and the offeror’s ability to perform the prospective contract successfully.

Technical factors will be assigned an adjectival rating using the combined technical/risk ratings from the DoD Source Selection Procedures dated 20 August 2022

The Past Performance factor, on the basis of “recent” past performance information, will be assigned a relevancy rating and a performance confidence assessment

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FAR Provision 52.212-2 Continued

Small Business Participation/Sub-Contracting Plan will be evaluated to identify the extent to which small business will participate in the performance of the proposed acquisition

The Price factor will be evaluated to establish reasonableness of the otherwise successful offeror’s price and will not receive an evaluation rating

All proposals shall be subject to evaluation by the Source Selection Team. The overarching evaluation approach for all factors is adequacy of response and feasibility of approach.

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FAR 52.212-2 Continued

Consideration for Award

A rating of no less than “Acceptable” must be achieved on all technical factors and sub-factors under (Factor 1) Technical Quality.

Factor 2 Performance Risk, Past and Present Performance must first meet Recency and Relevancy definitions, to be further evaluated for Quality of Performance. A rating of no less than “Satisfactory Confidence” must be received on Factor 2 Performance Risk. A rating of “Unknown Confidence” will be neither treated favorably or unfavorably and shall be considered for award.

Factor 3 Price proposal must be considered fair and reasonable.

A rating of no less than “Acceptable” must be received on Factor 4 Small Business Participation.

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Combined Technical Risk Ratings

Red Unacceptable Proposal does not meet requirements of the solicitation, and thus, contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable. Proposal is unawardable.

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Controlled Unclassified Information (CUI)

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Past Performance Relevancy Ratings

Past Performance Relevancy Ratings

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Performance Confidence Assessments

record, the Government has a low expectation that the offeror will successfully perform the required effort.

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Price Factor

The Government will evaluate price reasonableness for the fixed priced effort

Adequate price competition pursuant to FAR 15.404-1(b)(2)(i) is anticipated to determine price reasonableness of the Price factor.

Offerors are to complete the Pricing Spreadsheet (RFP Attachment 8). Instructions are listed on the “Instruction” tab.

Do NOT change the formulas or any other numbers.

An offeror’s Total Evaluated Price will be established by calculating the sum of the CLINS for each ordering year to arrive at the overall total.

Post-Award Conference (Minimum Guarantee), CLIN 0011. Offerors shall not provide separate pricing for post-award conference (minimum guaranteed amount) as it is priced by the Government ($1,500).

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Price Factor Continued

The Government may use any of the following price analysis techniques pursuant to FAR 15.404-1(b) to determine price reasonableness:

comparison of proposed prices received in response to the solicitation;

comparison of proposed prices to historical prices paid, whether by the Government or other than the Government, for the same or similar items or services;

comparison with competitive published price lists or market prices; comparison of proposed prices with independent Government cost estimates;

comparison of proposed prices with prices obtained through with market research; and/or, analysis of data other than certified cost or pricing data provided by the offeror.

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FAR Clause 52.217-8

Given that FAR Clause 52.217-8 provides the Government may exercise the option to extend services at the rates specified in the contract (i.e., the rates in effect when the Extension of Services option is exercised), for purposes of evaluating the option to extend services, the KO will consider the prices submitted for the base year and each ordering year as binding should the option to extend services be exercised.

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Information Security DFARS 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident reporting Requires implementation of the National Institute of Standards and Technology (NIST) Special Publication 800-171, “Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations,” in accordance with DoDI 8582.01 "Security of Unclassified DoD Information on Non-DoD Information Systems The contractor shall self-certify compliance to implementing the NIST SP 800-171 security requirements by submitting a signed and completed System Security Plan (or extract thereof) and any applicable Plans of Action items.

DFARS 252.227-7015 Technical Data-Commercial Products and Commercial Services

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Contractor Responsibility

The Contracting Officer will conduct a responsibility assessment, in accordance with FAR Part 9.104 of each offeror being considered for award

The offeror must be otherwise qualified and eligible to receive an award under applicable laws and regulations

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Proposal due date: as stated on solicitation Proposals shall be submitted via the Solicitation Module of the Procurement Integrated Enterprise Environment (PIEE) suite at https://piee.eb.mil/ All proposals received after the exact time specified for receipt shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR). For instructions on how to post an offer, please refer to the Posting Offer demo: https://pieetraining.eb.mil/wbt/sol/Posting_Offer.pdf.

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Procuring and Administrative Contracting Officer – Ms. Yvonne Y. Camarce Contract Specialist – Ms. Maria Fidone

Technical Representative Contracting Officer Representative – Michael G. Mitsch

Legal Representative

- Mr. Thomas Hineman

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Questions

Offerors are to read and follow the solicitation and amendments Any questions must be submitted in writing to maria.g.Fidone.civ@health.mil and Yvonne.y.Camarce.civ@health.mil NLT Tuesday, August 15, 2023, 4:00 P.M. CST

Using the attached question format (Do not PDF document)

All Government Responses to the questions received via email only will be posted to the https://PIEE.eb.mil.

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