Questions_and_Answers_23_May_18.pdf

Questions & Answers

1. Who is the incumbent contractor? What is the incumbent contract number? What is the incumbent contract PoP?

A: English‐El Enterprises LLC; W912J2‐17‐C‐0002; 19 June 2017 – 18 June 2018

2. Is the incument contract for 5 RNs and 5 Medical Record Clerks as well? If not, please advise what the different in the incumbent contract and this solicitation is?

A: No, incumbent contract was for 4 RNs & 5 Medical Record Technicians, not Clerks. One (1) RN position was added to this solicitation.

3. Can you advise if the current Case Managers are being paid as RN level I or level II on the SCA wage list?

A: RN Level II

4. How long have the incumbents been working on this contract on site? (anniversary dates)

Medical Record Technician 1 – 30 July 2012 Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 29 Nov 2017 Registered Nurse II 1 – 17 Aug 2015 Registered Nurse II 2 – 5 Oct 2015 Registered Nurse II 3 – 26 June 2017 Registered Nurse II 4 – Vacant Registered Nurse II 5 – Vacant

1. Are there incumbent staff filling the 10 positions?

A: There is incumbent staff filling 8 of the positions.

a. If yes, please provide their years of service/seniority. This is needed to calculate the SCA required vacation time.

Medical Record Technician 1 – 30 July 2012 Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 29 Nov 2017 Registered Nurse II 1 – 17 Aug 2015 Registered Nurse II 2 – 5 Oct 2015 Registered Nurse II 3 – 26 June 2017

2. Will the contract be subject to EO 13706?

A: Yes, contract is subject to EO 13706.

1. How many positions was previous contract awarded for?

A: 4 Case Managers & 5 Medical Record Technicians

2. How many positions are filled now on existing contract?

A: 9 positions are filled now but one (1) incumbent Case Manager will be leaving once current contract ends.

3. Can you please provide us with incumbent personnel employment anniversary dates?

Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 29 Nov 2017 Registered Nurse II 1 – 17 Aug 2015 Registered Nurse II 2 – 5 Oct 2015 Registered Nurse II 3 – 26 June 2017

1. Question: Is there an incumbent?

A: Yes

Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 29 Nov 2017 Registered Nurse II 1 – 17 Aug 2015 Registered Nurse II 2 – 5 Oct 2015 Registered Nurse II 3 – 26 June 2017

2. Question: Are resumes required with the proposal?

A: No, resumes are not required with proposal.

3. Question: Is this a personal or non‐personal services contract?

A: Non‐personal services contract.

4. Secton 1.5.4 “The contractor shall provide services between the hours of 6:00 a.m. and 4:30 p.m. on Monday thru Friday, except on recognized holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government‐directed facility/installation closings”.

Question: Will the contractor be expected to provide services on weekends?

A: Yes, typical SRP support at Volk Field, Camp Douglas is over a weekend depending on mission requirements.

5. Secton 1.5.4 “The contract personnel may be required to travel to assist in any missions to support and augment the WIARNG consistent with all services described within the PWS. Specifically, contract personnel will be required to periodically travel to Volk Field, Camp Douglas, WI to support Soldier Readiness Processing (SRP) events”.

Question: How frequently will contract staff be expected to travel to Camp Douglas for SRP events?

A: At least available one (1) weekend per month, but could involve an additional weekend due to mission requirements. There is a 2‐week SRP event in JAN that contract staff will share so they are not working more than 40 hrs per work week. In prior contracts, contract staff alternate SRP coverage.

Only need 2 Case Managers & 2 Medical Record Technicians per weekend.

6. Secton 5.1.1 “At least one (1) case manager will be designated the primary and be assigned a majority of behavioral health cases”.

Question: What are the qualifications for this primary case manager?

A: Practically the same as the other Case Managers/Registered Nurses except they need to have experience in behavioral health cases. They will be the first person to be assigned any behavioral health cases over the other case managers. In addition, they will be assigned other cases that are not behavioral health related.

Question: How many behavioral health cases if the primary case manager expected to manage?

A: Around 30 behavioral health cases at any given time.

7. Secton 5.1.2 states “The non‐clinical direct service case managers require the expertise as dictated by the individual State Licensing boards which set the scope of practice.

Question: Are the case managers required to possess a license in the state of Wisconsin?

Question: Are there any other qualifying requirements (i.e. years of experience, education, certifications, etc.)?

A: No, the only requirement is that they be a certified and licensed Registered Nurse in WI.

8. Section 5.2.1 states “The medical record technician shall perform any of the following tasks in which they are assigned in the execution of medical and administration support.

Question: What are the qualifications for the Medical Records Technician (i.e. years of experience, education, certifications, etc.)?

A: There are no quantitative qualifications (years of experience, education, certifications, etc) for the Medical Records Technicians. It is on the discretion of the vendor to determine if the applicant can meet the tasks/requirements identified in 1.5.8 and 5.2.1.1 to 5.2.1.27

1. The government has specified a RNII for pricing determination; does this equate to the established

DOL category of 12312, and does the government intend to ONLY review submittals that conform to the established DOL wage determinations that govern this labor category?

A: Yes, RNII equates to DOL category of 12312. Yes, the government will only review submittals that conform to the established DOL wage determinations.

2. The government has specified a Medical Records Technician for pricing determination; does this equate to the established DOL category of 12190, and does the government intend to ONLY review submittals that conform to the established DOL wage determinations that govern this labor category?

A: Yes, Medical Records Technician equates to DOL category of 12190. Yes, the government will only review submittals that conform to the established DOL wage determinations.

3. Does EO13706 requirements apply to all staff/roles to be provided under this solicitation?

4. The government indicates travel will be required (Volk Field) for various support effort; there is not a Travel CLIN provided. Request the government provide a Travel CLIN with a plug number that represents historical travel costs supporting Volk Field needs.

A: In 1.5.13 it states, “Contractor is not required to price the Travel in the proposal because the level of travel is unknown. At time of award, funding will be placed on a lump sum Travel CLIN and adjusted as needed.”

5. The government states that the investigative process may take between 4‐12 weeks; will proposed staff be granted interim access on successful submission of all required documentation pending government final investigation outcomes? How does the government intend to work with/support ongoing requirements in the event of the need for investigative requirements (e.g. new hire staffing)?

A: New hired staff will work/train with incumbent personnel while waiting for investigation outcome. There are tasks that can be accomplished without having computer access.

6. The government specifically states “Case Managers/Registered Nurses” within the context of this paragraph; as there are SCA‐based labor codes/definitions for both Registered Nurses (12311,12312, 12314) AND Case Managers (24550) will the government specifically define the actual DOL‐based labor code for bid of the requested services?

A: Wage determination rate of 12312 (Registered Nurse II) shall be used for proposal.

7. Does the government’s use of the term “Case Managers/Registered Nurses” imply that they will accept the DOL’s Case Manager Categorization (24550) in lieu of the CLIN‐designated Registered Nurse II category (12312) for pricing and role support?

A: No, will not accept DOL Wage Determination rate of 24550.

8. The provided DOL Wage and Determination (WD) sheet is incomplete in light of typically these lists ALL associated DOL labor categories and associated rates; is the government’s intent in this that the ONLY approved cost (pricing) rates be limited to this section of the associated WD sheet?

9. By only providing a limited scope of labor categories and associated DOL‐specified rates for the medical (health) occupations, is it correct that the government will only accept pricing based on the Registered Nurse II (12312) and Medical Record Clerk (12160) roles as defined per CLIN and NO other substituted pricing?

A: Will only accept pricing based on Registered Nurse II (12312) & Medical Record Technician (12190)

10. Are uniforms (i.e. “scrubs”) required to be worn or used by assigned staff?

A: No, uniforms/scrubs are not required. Typically it is business casual.

11. Does the government’s use of the term “Case Managers/Registered Nurses” IN BOLD imply that they will accept the DOL’s Case Manager categorization (24550) in lieu of the CLIN‐designated Registered Nurse II category (12312) for pricing and role support?

A: No, will only accept 12312 category

12. To facilitate proper analysis, can the government provide technical workload data for the Case Managers and the Medical Records Technicians?

A: The QASP portrays the workload of contract personnel. Unable to provide specific numbers of cases as it changes daily.

13. Can the government identify if there are any Dental Case Managers among the Medical Case Managers? If so, how many of the positions are designated as such?

A: No, there are no Dental Case Managers.

14. Are any of the Medical Records Technicians serving as assistants to the case managers?

A: All Medical Records Technicians must be able to cross‐train and potentially serve as assistants to the case managers.

1. Can the government please confirm that the previous level of effort for this contract, as evidenced in Solicitation W912J217R4000 for contract W912J217C0002, was nine (9) total personnel, four (4) Registered Nurse IIs and five (5) Medical Record Techs FTEs. Additionally, can the government confirm that the level of effort has risen to ten (10) total personnel, five (5) Registered Nurse IIs and five (5) Medical Record Techs.

A: Yes, contract W912J2‐17‐C‐0002 had nine (9) total personnel. The level of effort has risen to ten (10) total personnel, five (5) Registered Nurse IIs and five (5) Medical Record

Techs.

2. Can the government please confirm that the following Wage Determination Rates should be used for proposals in response to this solicitation:

12312 ‐ Registered Nurse II

12190 – Medical Record Technician

A: Yes, the Wage Determination Rates identified should be used for proposal in response to this solicitation.

1. Are the incumbent personnel available for rehire? If so, what is the length of each contractor's tenure with the Wisconsin National Guard?

A: Yes, Medical Record Technician 1 – 30 July 2012 Medical Record Technician 2 – 5 Nov 2012 Medical Record Technician 3 – 7 Mar 2016 Medical Record Technician 4 – 7 Nov 2016 Medical Record Technician 5 – 29 Nov 2017 Registered Nurse II 1 – 17 Aug 2015 Registered Nurse II 2 – 5 Oct 2015 Registered Nurse II 3 – 26 June 2017

2. What are the education requirements for both the five Case Managers/Registered Nurses and five

Medical Record Technicians?

A: Case Managers/Registered Nurses – must be certified and licensed as a Registered Nurse. No other specific education requirements are identified.

Medical Record Technicians – no specific education requirements are identified. It is on the discretion of the vendor to determine if the applicant can meet the tasks/requirements identified in

1.5.8 and 5.2.1.1 to 5.2.1.27

3. What are the required security clearances for this project? Can contractors be clearance‐eligible or must they possess a clearance prior to employment?

A: They must be clearance‐eligible but would prefer a candidate who already possesses a clearance prior to employment, they would be able to obtain a Common Access Card and gain access to required network much faster.

4. How many of the incumbent case managers are meeting the 95% quality thresholds established in the Performance Requirements Summary?

A: All incumbent case managers are meeting the 95% quality thresholds.

5. On what schedule will payment for services be disbursed?

A: Typically disbursement will be on a monthly payment schedule.

1. Question: Are key personnel required?

A: A Contract Manager and alternate Contract Manager are required. See para 1.5.10 of the PWS for detailed requirements. This individual is not on site, but ensures performance under the contract.

2. Question: How many past performances are required?

A: None are required. Past Performance is not an evaluation factor. See page 56 of the solicitation for Proposal Instructions and the requirements of a complete document package.

3. Question: Can we include subcontractor past performances?

A: None are required.

4. 52.222‐41 is incorporated by reference; are all staff to be provided as a result of this solicitation covered by and compensated as per SCA requirements?

A: Yes.

5. The government requests a completed copy of 52.212‐3 Reps and Certs; will the government accept a written statement verifying the completion of electronic Reps and Certs via the SAM website?

A: If Annual Reps & Certs have been completed, see 52.212‐3(b) on page 13 of the solicitation.

Complete para 52.212‐3 (b) (2) AND identify changes in paras (c) through (u).

6. Has the government conferred with DOL to establish a pricing strategy and IGCE to prevent

“underbidding” and/or “substitution” of otherwise non‐compliant (for example, RNII are specified but a bidder prices RNI or lower rates) labor categories?

A: The Government used the DOL wage determination for Dane County Wisconsin in preparing an Independent Government Cost Estimate. Clause 52.222‐41, Service Contract Labor Standards is included in the contract. Labor categories have been identified in the solicitation. The Vendor Cost Breakdown Worksheet, required to be submitted with proposals, will identify the elements of the price including base pay rate.

7. How much of the Management Capability should be based on past performance and how much should be based on company make‐up and qualifications?

A: There is no specified amount required to be based on either. The Management Capability should outline the capability to meet the requirements of the PWS and solicitation, however that best applies to each individual offeror. Submit the Management Capability document that best describes your ability to meet these requirements.

8. Is there a transition or phase‐in period for this contract?

A: The period of performance is to begin on 19 June 2018. The contract will be awarded as early as possible to allow for time to fill positions and phase‐in. There are potentially 8 incumbent staff available.