Questions and Answers.pdf

How many personnel are at each location?

How many Case Manager (MACOM) are available to work with the administrative personnel?

3 Are case manager full time to oversee the administrators?

Under 3.2 Combined Technical 1/ Technical List under sub-factor A? Does the contract have to have experieince in occupational health? We have an in-depth experieince in both. Is this an error?

5 Is the customer requiring resumes?

6 What medical licensure should the administrative assistants have acquired?

7 What is the total annual hours for each personnel?

8 What is the average tenure?

What are the typical monthly workloads for the Care Coordinators? And for the Medical Records Technicians?

10 Are medical records located at one location?

Are there currently any of the following vacant, filled or not needed?

a. Senior Case manager - Not Needed

b. QAQC Data Analysis personnel - Not Needed

c. RN Case Manager - Not needed

d. non-clinical Case Managers

e. Adminstrative Assistant / Care Coordinator

f. Medical Record Custodian

g. Health Benefits Advisor - Not Needed

h. LOD Coordinator - Not needed

Question set 1 Majority of contractor personnel located at Draper, at least 1 FTEs are currently embedded with each of the six Major Subordinate Command (MSC) The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.

See above answer Occupational health is amended in the solicitation to read Case Management.

No

None

5 Years See Technical Exhibit 3 Estimated Workload

Yes

Answer Set 1

a. Senior Case manager - Not Needed

b. QAQC Data Analysis personnel - Not Needed

c. RN Case Manager - Not needed

d. non-clinical Case Managers - see below

e. Adminstrative Assistant / Non Clinical Case Manager - To be Filled

f. Medical Record Custodian - To Be Filled

g. Health Benefits Advisor - Not Needed

h. LOD Coordinator - Not needed

For the purposes of this new requirement, only the following positions (e and f) are required

1920 hrs

i. Medical Board Review Coordinator - Not needed

j. Credentialling Coordinator - Not needed

k. Dental Case Manager - Not needed

Please confirm how you want the responses delivered. On page 2 and 3, it is described as 1 Volume comprised of separate Sections whereas, then it states to submit each section and then again referes to one Volume.

Past Performance section state 2-5 references with only 1 page each but the maximum page count is 25 pages. Are you expecting additional content here other than the references so that it would increase the page count? Would you consider allowing a max of two pages per reference for a total of 10 pages?

Are the case managers that support this effort under a separte contract or employed directly by the Guard? When full staffed, how many managers are covering the 5,600 Service Members?

4 Who is currently the incumbent contractor?

What is the contract award number and the amount awarded?

When this contract is fully staffed how many FTEs are covered?

Based on historical data, can you please provide how often work is performed at a non-primary work location?

Question set 2

Question Set 3

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement

No indication of volumes on pages two and three. However, the following answer addresses the question. See C.4.0(c ) Contractor shall submit two full copies of its Proposal electronically (If email size restrictions apply, zip files are acceptable). One copy of the Proposal shall contain Contractor’s identifying information (name, address, etc.) and one copy of the Proposal shall be “blind” and shall be free from identifying Contractor information. The proposal shall include all required sections identified in section C.1.0 and C.2.0.

Questionaires (3 pages per questionaire) received are part of this section. Solicitation is amended to allow up to 2 additional pages per reference for past performance for up to 25 page count in the past performance section.

Case managers (referred to as Admin Assistants in the new requirement) currently perform under contract W911YP16P0017 with Soft Power Solutions. This contract information is available on FPDS-NG. This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement

Soft Power Solutions, DUNS 829676241 W911YP16P0017. The amount at final modification/option exercise is $6,501,875.20. The contract information is available on FPDS-NG.

Answer Set 2

i. Medical Board Review Coordinator - Not needed

j. Credentialling Coordinator - Not needed

k. Dental Case Manager - Not needed

Answer Set 3 Rarely

a. Is this only during PHA events that the contract employees will travel to surrounding bases?

Based on historical data, can you please provide the number of FTE Employees that have worked on this contract?

a. Can you break that number down by Case Manager (Admin Assistant) and Medical Record Technicians?

b. Is there a Lead Case Manager (Admin Assistan) position for this requirement?

c. Can you provide the current employee's information (Date of hire, contract information, etc.) so we can respectfully interview them before submitting our proposal? This way we can ensure they are meeting contractual requirements and that we would not need to get new candidates.

In our experience, Case Managers (Admin Assistant) have a licensing requirement of a Registered Nurse or a Licensed Practical Nurse. Can you please provide if there are licensing requirements for the Case Managers (Admin Assistant) on this requirement?

In our experience, Case Management Teams (Nurses and MRTs) receive HIPPA certifications throught the Government. Is that true for this requirement as well, or would they need to provide and external certification?

We noticed that several times throughout the PWS Nurse Case Managers were referred to as Administrative Assistants. Was this an error, or is that what we are to class them as?

We noticed that knowledge of MMPS is a requirement for Case Managers (Admin Assistant). Can you clarify if this is an Air Force system or something else entirely?

Is this a new requirement? If no, what is the contract number for the currently in-place contract?

Questions Set 4 Answer Set 4

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement

No, see response above

Yes The UTNG does not track that information, the administrative responsibility lies with their employer.

Only at one location located at Camp Williams

There is not a requirement for a licenced professional to work on this contract

Yes, test in MEDCHART

The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.

Army

This is not a new requirement. The current effort is performed under contract W911YP16P0017, and this contract information is available on FPDS-NG.

2 Who is the incumbent contractor?

How may Adminstrative Assistants are currently performing the work decribed in the solicitation?

Are the Administrative Assistants required to hold nursing or other health provider licenses?

How many medical Records technicians are currently performing the work described in the solicitation?

Do the employees fall under the SCA FAR for this contract?

Will the government please provide hire dates for all personnel working on the current contract?

1 Is there and incumbent contractor performing this work?

Please confirm that 5 separate files with 2 copies each (redacted/unredacted), so 10 files total should be submitted.

If a team bids and the prime does not have any relevant past performance, but their subcontractor does, will this be acceptable or will it still result in a neutral rating for past performance?

Please confirm that the UTNG is expecting 1 Adminstrative Assistant and 1 Medical Records Technician to be proposed?

Ref: PWS Para 1.4.1, How many soldiers are supported at each of the 3 main locations (Draper, Riverton, and West Jordan)?

Soft Power Solutions, DUNS 829676241

This would be incumbant contractor information the UTNG does not possess

Question Set 5

Question Set 6

Soft Power Solutions, DUNS 829676241 This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement No

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement

Answer Set 5

No, 10 files are not required. Two copies of the proposal. One redacted, one non-redacted. See C.4.0(c ) Contractor shall submit two full copies of its Proposal electronically (If email size restrictions apply, zip files are acceptable). One copy of the Proposal shall contain Contractor’s identifying information (name, address, etc.) and one copy of the Proposal shall be “blind” and shall be free from identifying Contractor information. The proposal shall include all required sections identified in section C.1.0 and C.2.0.

It is preferable that the Prime Contractor have relevant past performance. However, per the following statement the Government can consider the subcontractor or teaming partners past performance relevancy. see 3.1. "A relevancy determination of the Contractor’s present/past performance (which includes, if applicable, the extent of its subcontractors’ or teaming partners’ involvement) will be made. The Government is not bound by the Contractor’s opinion of relevancy".

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements

See Technical Exhibit 3 Estimated Workload. Be aware that this requirement supports the entire state of Utah

Answer Set 6

Yes, these positions fall under the Service Contract Labor Standards

Ref: PWS Appendix A, Are there any educational requirements for the Administrative Assistant?

Ref: PWS Appendix B, Are there any educational requirements for the Medical Records Technician?

Should our pricing provide rates for each Item Number in Section B at 1 FTE per period?

2 Is there and incumbent contractor or is this a new contract?

Can a historical number of Full Time Employees, labor categories, and hours per location be provided?

4 Will a CPAR be sufficient in lieu of a Past Performance Survey?

Ref Solicitation Appendix A, page 39: Is the Administrative Assistant position (to be priced in Section B) equivalent to a Care Coordinator? (civilian equivalent to a BN MRNCO).

Can the government confirm that past performance references must be within the last three (3) years as defined in the solicitation section C instructions 1.0c?

There is a descrepancy in section D evaluation factors 3.1 past performance which states five (5) years for similar services.

Section C paragraph 3.2 subparagraph b.ii. States that contractos should show ability to perform tasks at both locations. There are three specific locations provided in the technical exhibit 3: Draper (Primary), Riverton and West Jordan, UT (and additional nonspecific locations within 50 miles of Draper). To which two locations does the RFP requirement refer?

No, this is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements No, all surveys and CPARS will be evaluated The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.

Question Set 7

Question Set 8 The solicitation has been amended to read 5 years.

Draper and Camp Williams (Riverton) are the locations this pertains to

Since this is a competitive firm fixed priced effort, number of FTEs, number of hours and fully burdened rate are sufficient for each position.

Soft Power Solutions, DUNS 829676241

Answer Set 7

Answer Set 8

None

None

Solicitation section D. Evaluation factors for award 3.2.b.ii states "Contractor should include information regarding counseling of employees after examination and practices or policies regarding referral to physicians or other health care providers." Can the government rephrase or explain to clarify what the government is requiring?

Can the government provide the historical level of effort by FTE/labor category?

Will the contractor be expected to migrate from the legacy AHLTA system to the MHS Genesis system?

Are any of the labor categories currently covered under the SCA? If there are SCA designations, will the GOV provide a breakdown of the labor category and level of effort/FTE count at each location to accurately determine base wage detail for pricing purposes?

Under CLIN 0001 "Administrative Services" can the GOV clarify if there are multiple labor category functions associated within this CLINS? Same for CLIN 0002 "Medical Record Technician Services"?

8 Does the current contract have a designated site lead?

9 Are the current case managers required to hold an LVN/LPN license?

Is there an Administrative Assistant for each Case Manager?

The RFP number in the solicitation is W911YP-21-R-0004; the published on the beta.SAM Announcement is W911YP-21-P-0004. Please confirm the correct number to use on correspondence.

Section C, paragraph 4, Submission of proposals, subparagraph c states: "If email size restrictions apply, zip files are acceptable." Does the government have a size limit for receipt of emails or are this requirement wholly dependent on the senders' restrictions?

Yes, Administrative Assistant (01020) & Medical Records Technician (12190). The primary location to support is Draper as well as six supported Major Subordinate Commands

No, reference answer above

Yes No

The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.

W911YP-21-R-0004 is the correct number to use for correspondence and proposal submission. Unfortunately this error can not be corrected on beta.SAM Yes, the UTNG does have a size limit for receipt of emails. If proposal is too large, please send by multiple emails and confirm receipt, or put in a zip file.

This sentence has been removed and reflected in amendment 1 of the solicitation

No, this is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements

Yes

Are cover pages allowed for these proposals? Will cover pages go against the page count and should they be numbered?

Cover letters are required in section 1 and cover letters are to include a table of contents (TOC). Should this TOC be the only TOC for this proposal, or may we include a more detailed TOC for each Section? If TOCs may be included in each section, are they counted in the page count limit?

Section C, paragraph 1.0 subparagraph b states: Acknowledgement of any amendments can be made either on the face of the solicitation or by inclusion of signed copies of the amendments. What is meant by "on the face of the solicitation?" Does that mean on the cover of the proposal or in the cover letter?

Will a SF 1449 be included in an amendment for submission as part of the proposal?

Please confirm that this RFP does not contain representations and certications to include Section 1? If there are representations and certifications, please provide their location in the RFP.

We have, on occasion, had challenges receiving PPQs for projects for which the government personnel have completed CPARS. If a CPARS is available, would the government please allow CPARS in lieu of PPQs?

Section C paragraph 5.0 states: "Provide a list of references to whom you have requested Reference Questionnaires as part of your proposal, as directed by the RFP." Should contractors provide a consolidated list at the front of Section 2 to comply with this requirement or will completing project information as required in section c paragraph 1 subparagraph c suffice?

The section C paragraph 1.0 allows no more than 5 contract/projects be included. Each project page connot exceed one page. The page limit for section2 is 25 pages. Is there additional information to include that is not specifically requested in the RFP to bring that page limit to 25? For example, CPARS reports?

No, the process of reviewing past performance will consist of evaluating PPQs and CPARS

Inserting the information in Section 2 will meet the requirement

Questionaires (3 pages per questionaire) received are part of this section. Solicitation is amended to allow up to 2 additional pages per reference for past performance for up to 25 page count in the past performance section.

Will pull SAM reps and certification when proposals received. Make sure SAM is active and current

Yes, cover pages are allowed and will not count towards page count limits as those pages are not evaluated Yes, TOC pages are allowed and will not count towards page count limits as those pages are not evaluated

Acknowledge amendments on the cover of the proposal

No

The section C paragraph 1.0 subparagraph e, second sentence requires "Identification of contract manager as well as the qualifications and experience of the key individual(s) should be included." And section 3.2 paragraph states "key personnel should be included for those personnel who will work for contractor on this project if the contract is awarded to the offering contractor."

However further in section e, the RFP discusses the incumbents' Right of First Refusal. Should we assume that key personnel information provided in the section of the proposal is management only, as we will not be able to determine incumbent ability, desire, or suitability to remain on this contract until after award?

Is the past performance window work performed within the last 3 or 5 years?

a. Page 3: b section ii sub section: "References may be for government or private sector clients with whom contracto has worked within the last 3 years."

b. Page 5: 5.0 Section a. sub section ii sub section: "Projects cited, and references providedmust be for work completed within 5 years of the closing date of this solicitation."

Past performance page count is 25 pages but the most allowed for past performance references is 5 pages (1 page per reference). What other content may be included in the past performance section?

a. Page 3: 1.0 section: sub section c. "Information provided shall not exceed 1 page per reference."

b. Page 4: 2.0 Section: past performance section, maximum - 25 pages.

Is there a staffing model for the specific requirements in sections 5?

a. Page 39: Appendix A.

b. Page 42: Appendix B.

Price volume: Is the government looking for a specific price for the requirements on page 2 (annual price per administrative assistant services and medical records technician services) and in appendix A and appendix B, or is the vendor expected to simply provide a schedule or rates associated with LCATS that cover all of the defined requirements?

Answer Set 9

Yes, this is correct

The past performance window has been amended in the solicitation to read 5 years.

Questionaires (3 pages per questionaire) received are part of this section. Solicitation is amended to allow up to 2 additional pages per reference for past performance for up to 25 page count in the past performance section.

No, this is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements

Since this is a competitive firm fixed priced effort, number of FTEs, number of hours and fully burdened rate are sufficient for each position.

Question Set 9

a. Page 1: B section: "This is an Indefinite Delivery Indefinite Quantity (IDIQ) requirement contract for non-personal Case Management Services to support Utah National Guard (UTNG) State Surgeons Office located at 12953 S Minuteman Drive, Draper, Utah 84020. Services will be requested by fixed price Task Orders during the period of performance."

b. Page 3: C section: 1.0 sub section:b. Sub Section i. Sub Section: "A comprehensive and itemized pricing schedule for each position detailed in Appendix A and Appendix B of the PWS and CLINS/sub-CLINS noted in section B above as necessary, shall be identified in the contractor's proposal that will be incorporated into the awarded IDIQ contract."

Are the requirements in Appendix A and Appendix B to be treated as Sample Task Order (STO) in the vendor response?

a. Page 39: Appendix A.

b. Page 42: Appendix B.

In the absense of section K, Representations and Certifications in the solicitation, providing the FAR/DFAR report would significantly exceed the page limitations for Section 1. Does the government intend to issue Representations and Certifications and how does the Government request the contractor to provide in the proposal?

Please provide the name(s) and contract numbers for any/all incumbents for this effort.

Please provide the number of Administrative Assistants currently staffing the existing contract.

Please provide the number of Medical Records Technicians currently staffing the existing contract.

The requirements for the Administrative Assistant have changed/increased dramatically when comparing the current solicitation to the previous one, dated 18 February 2016.

a. Is/Are current Admin Assistant(s) fulfilling the requirements (as outlined) in the current solicitation?

W911YP16P0017. Soft Power Solutions, DUNS 829676241.

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements

This is a performance based contract, it is up to the contractor to determine number of FTE's to perform this requirement. Also see technical exhibit 3 with estimation of workload requirements

The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical

Answer Set 10

Answer Set 11

No, Appendix A and Appendix B list the performance tasks to be performed by each position

Will pull SAM reps and certification when proposals received. Make sure SAM is active and current

Question Set 10

Question Set 11

b. As indicated in the current solicitation, the responsibilities of the Admin Assistan have the possibility of assuming those performed by the Case Manager(s). How can the government not require the expertise of a registered RN if the Admin Assistant could possibly be called upon to serve as an interim Case Manager or to fill an open Case Manager position?

Are we to assume that one (1) Administrative Assistant will be needed to support one (1) Case Manager (as was defined in the solicitation for the current effort?

What entity employs the current Case Manager(s)? Are they contractors or are they government personnel?

Other than Number of Hours and Fully Burdened Rate, will you please provide specific information you would like included in a "comprehensive and itemized pricing schedule"?

The UTNG does not utilize RNs for Case Management. Administrative Assistants (01020) & Medical Records Technicians (12190) are both non-clinical type positions. 1.1.15 of Appendix A has been removed and added to Appendix B as 1.1.36. and referred to as Admin Assistants instead of case managers. If for some reason a Medical Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.

Case managers (referred to as Admin Assistant in the new requirement) are currently under contract W911YP16P0017 with Soft Power Solutions. Not government personnel.

Since this is a competitive firm fixed priced effort, number of FTEs, number of hours and fully burdened rate are sufficient for each position.

Record Technician had to serve as an interim Admin Assistant, the performance would be in a non-clinical capacity. The primary location to support is Draper as well as six supported Major Subordinate Commands.