QA Log_PAD_2021.08.13.pdf

PDF 228 KB Posted Aug 13, 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 Patient Administrative Medical Records Technician services. The solicitation is identified as number W91243-21-Q-P016 and is issued by the Department of the Army Nebraska Army National Guard as a request for quote set aside for small businesses. The services required include Medical Records Support to be provided from 30 August 2021 through 30 August 2022 at the location of 2411 West Butler Avenue in Lincoln, Nebraska. Evaluation will be based on best value considering technical, past performance, and price factors. Quotes are due no later than 10:00 am Central Daylight Time on 21 August 2021 and can be emailed to the point of contact.

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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_2021.08.03.pdf	PDF	Aug 4, 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:

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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. Last contract was around 2010.

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 in no later than 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: No weekends required.

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

TextField1: Contractor will manage time sheets and determine overtime.

Government will not determine overtime or pay for overtime. Government will only pay the agreed upon contract value.

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: No weekends required.

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

TextField1: There will be no need to adjust schedule as there will be no weekends required.

TextField1: Are the records located in one location?

TextField1: The physical hard copies of records are located in the clinic department dependent, also assessable by virtual means.

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

TextField1: Yes, SFC Andrew Singsaas and SSG Eugene Schroll. Current record maintenance is being executed by an ADOS until end of fiscal year.

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

TextField1: No.

TextField1: How many office stations are available for personnel?

TextField1: Three works stations with direct access to medical records.

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: There are about 3,500 Soldiers.

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

TextField1: Contractor employees

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

TextField1: No. The Patient Administration NCOIC and Patient Administration NCO are responsible for the records.

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

TextField1: Contractors will not be required to work on federally recognized holidays.

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

TextField1: Employee will work with other State’s medical records’ and outside medical entities in response to Soldier's treatment record 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 diploma or GED preferred. Medical records management educational background or experience preferred, not required.

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.

TextField1: Is telework allowed?

TextField1: No.

TextField8: W91243-21-Q-P016

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File details come from the government source that posted it. Updated Aug 13, 2021.