QA Log_PAD_2021.08.03.pdf

PDF 228 KB Posted Aug 4, 2021

Attached to: Patient Administrative Medical Records Technician
Solicitation number: W91243-21-Q-P016
Issued by: Department of the Army Nebraska Army National Guard

About this file

Written by GovTribe AI · Dec 27, 2023

This document contains a federal contract opportunity for medical records support services. The solicitation is seeking quotes for nonpersonal medical records support at a location in Lincoln, Nebraska, with a period of performance from August 30, 2021 to August 30, 2022. Quotes are due no later than August 21, 2021 and can be emailed to the listed point of contact. The opportunity is set aside for small businesses and has a NAICS code of 561110. Award will be based on best value considering price and other factors. The Department of the Army Nebraska Army National Guard is the issuing agency.

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Other files

File	Type	Posted
Performance Work Statement_Revised_20210817.pdf	PDF	Aug 17, 2021
QA Log_PAD_2021.08.16.pdf	PDF	Aug 16, 2021
QA Log_PAD_2021.08.13.pdf	PDF	Aug 13, 2021
QA Log_PAD_2021.07.29.pdf	PDF	Jul 30, 2021
QA Log_PAD_2021.07.26.pdf	PDF	Jul 26, 2021
QA Log_PAD_2021.07.21.pdf	PDF	Jul 21, 2021
WageDetermination_PAD_20210713.pdf	PDF	Jul 21, 2021
Performance Work Statement_Revised_20210721.pdf	PDF	Jul 21, 2021
Performance Work Statement 20210603_revised_final.pdf	PDF	Jul 20, 2021

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JUNE 24, 2021

NEBRASKA NATIONAL GUARD

Q&A LOG

NEBRASKA NATIONAL GUARD

Contracting Office Joint Forces Headquarters Suite 2200

PROJECT TITLE

SOLICITATION NUMBER

POINT OF CONTACT (POC)

PROJECT TITLE

AWARD DATE

CONTRACT NUMBER

DELIVERY DATE

CONTRACTOR (KTR)

POINT OF CONTACT (POC)

LOG QUESTION(S)

QUESTION #

Response #

KTR

POC

11.0.0.20130303.1.892433.887364

CurrentPage:

PageCount:

AddQ:

TextField1: Patient Administrative Medical Records Technician

TextField1: Patti Lee-Smith

TextField1: How many Medical Records Technicians are you requiring for the operation of this contract?

TextField1: The contractor is responsible for determining the number technicians.

TextField1: Is this a new contract? If not, who is incumbent?

TextField1: This is a new contract. There is no incumbent.

TextField1: Do you intend for this contract to be Firm Fixed Price?

TextField1: Yes.

TextField1: Can you describe the historical workload and number of current FTEs on the contract? As currently described, it is impossible for industry to gauge the necessary level of support to meet the requirement.

TextField1: Monthly--scan 500-750 pages into the Electronic Health Record; Monthly--record retirement average 25-30, Monthly-50 Electronic Health Record disclosures. Monthly--validate 25-30 records.

This contract has a Performance Work Statement (PWS) and by definition the Nebraska Guard will not dictate how many workers it will take to do the work. It will be up to the contractor to determine the number needed to fulfill the requirements.

TextField1: Do you intend to publish any instructions to offerors to provide your expectation for what you want included in the quote and any direction for the 3 factors to be considered – technical, past Performance, and price? (instructions to offerors and evaluation criteria)

TextField1: This is being procured using FAR 12.6 and will be awarded using 'Best Value'. This means we will evaluate Technical, Past Performance and Price, and there are no expectations or direction on the documents you provide. The vendor is allowed full discretion in documents to provide.

TextField1: Can you confirm correct place of performance? PWS mentions primary place of performance to be 2400 NW 24th Street, Lincoln, NE, but the Sam.gov entry states 2411 West Butler Ave, Lincoln NE.

TextField1: Location is on the Lincoln Air National Guard base. Both addresses are on the base. Currently a new building is being built and contractors will work out of it upon completion. Estimated completion is next six months. The addresses are approximately 4 blocks apart.

TextField1: PWS 4.0 Location and Hours of Work state: : Accomplishment of the results contained in this PWS requires work at the NE ARNG Medical Detachment (2400 NW 24th Street, Lincoln NE 68524)and at various Government facilities within the State of Nebraska.

a. What are the other locations / distance of travel?

b. What is the frequency of travel?

c. How do you intend to cover travel costs? NTE travel clin?

TextField1: There will not be travel. Only location will be Lincoln Air Base. PWS has been updated.

TextField1: Please confirm the Period of Performance is as stated in the PWS. Sam.gov entry only has a 1-year PoP.

Period of Performance Base Period: 1 September 2021 - 31 August 2022 Option Year 1: 1 September 2022 - 31 August 2023 Option Year 2: 1 September 2023 - 31 August 2024 Option Year 3: 1 September 2024 - 31 August 2025 Option Year 4: 1 September 2025 – 31 August 2026

TextField1: The PoP is as stated in the question. Base year and 4 option years.

TextField1: The PWS mentions a DD 254. Do you anticipate the offeror to need a Facility Clearance? If so, are you willing to sponsor?

TextField1: DD254 will not be required. PWS will be updated.

TextField1: Do have a suspense for all questions?

TextField1: August 16. Solicitation was updated.

TextField1: Can the government please provide the labor categories document referenced on page 12 of the PWS?

TextField1: Wage Determination has been uploaded. Labor position is Medical Record Technician.

TextField1: The due date on beta.sam.gov is August 21, 2025, which is a Saturday.

TextField1: Will be updated to August 23.

TextField1: Is the offeror required to submit pricing in a specific format? If so, please provide instructions to satisfy the submission.

TextField1: Will you please specify how many weekends require support and for how many hours?

TextField1: Weekends will be rare. If, at all, 1 no more than 2 weekends; 8 hours maximum.

TextField1: Will overtime be approved? If not, will personnel be able to adjust their weekday schedule accordingly.

TextField1: Overtime will not be approved. Personnel will be able to adjust their schedule accordingly.

TextField1: The contractor shall (will) ensure the labor categories as defined in the Labor Categories document (see attachment) utilized in the performance of the contract issued hereunder will be the minimum necessary to accomplish the task. Based on this information, an attachment should be included, but there is none. Will the government provide this information to the vendor?

TextField1: Wage Determination has been uploaded. Labor position is Medical Record Technician. Occupation Code 12190.

TextField1: Will you please specify how many weekends require support and for how many hours?

TextField1: Weekends will be rare, if at all, maybe 1 no more than 2 weekends; 8 hours max.

TextField1: If not, will personnel be able to adjust their weekday schedule accordingly.

TextField1: Personnel will be able to adjust their schedule accordingly.

TextField1: Are the records located in one location?

TextField1: Yes.

TextField1: Is there a current records custodian? (green suiter or civilian)

TextField1: Yes, SSG Eugene Schroll. Current record maintenance is being executed by an ADOS until contract initiation.

TextField1: Is the medical records/ scanning current resourced out to another company offsite? If so , whom may I ask is the resource?

TextField1: No. Some scanning is done by weekend Soldiers for job training. This is scanning only and batches will need to be indexed.

TextField1: How many office stations are available for personnel?

TextField1: Three with direct access to medical records. Other offices are available for computer work.

TextField1: How many scans per day are you currently completing?

TextField1: Average 30 patient files a day with multiple documents types.

TextField1: Can the Government provide the number of beneficiaries assigned?

TextField1: 3200

TextField1: Can the Government clarify who the “representatives” are in PWS under location and hours of work?

TextField1: Representatives of the contractor

TextField1: Will government personnel be doing any of the medical records work?

TextField1: o Weekend Soldiers will scan and file during drill weekends. The Patient Administration NCO may work with some records as he is the records custodian and mission dictates.

TextField1: Can the Government clarify the requirement for contractors to work during the federally recognized holidays listed in the PWS?

TextField1: Work would only be required if the government was present. Working a holiday weekend is not typical.

TextField1: Will contract employees be working with any other MTFs, such as Offutt AFB?

TextField1: No MTF’s. Employee may work with other State’s medical records’ departments due to patient transfers.

TextField1: Is it the Government intent to acquire resumes for the proposed personnel?

TextField1: No

TextField1: Is it the Government intent to acquire letters of commitment for the proposed personnel?

TextField1: No

TextField1: Would the Government please provide an historical Level of Effort for the incumbent?

TextField1: There is not currently an incumbent. a. 1.5 FTE. Historically, one full-time employee was able to maintain with another part-time during surges.

TextField1: What educational background and experience would you like the technicians

to possess?

TextField1: High school graduate. 1 year-Clerical/secretarial skills

TextField1: Is there any particular certification required?

TextField1: No certification required.

TextField1: What were the billable hours for the current vendor(s)?

TextField1: There is not a current incumbent. This is a new requirement.

TextField1: Do you require a list of candidates?

TextField1: No.

TextField8: W91243-21-Q-P016

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File details come from the government source that posted it. Updated Aug 4, 2021.