MEDICAL RECORDS TECHNICIAN SOLICITATION W912K6-22-Q-0035 QUESTIONS AND ANSWERS Rev 2.pdf

Question No.

QUESTIONS Government Responses

1 The pandemic has strained healthcare talent resulting in a limited pool of candidates looking for work, therefore will the government consider adjusting the PWS minimum required experience for the Medical Records Technician to say " 1.4.7 Special Qualifications: The Contractor shall provide two Medical records technicians with a minimum 3 years of full‐time experience managing military medical records or managing medical records in a hospital setting?

No. There are incumbents that are interested in continuing to work for a new company.

2 Does the government foresee the contract being needed after the 12 months? It has yet to be determined.

3 Does the government intent to award the contract prior to end of the fiscal year 2022 or in fiscal year 2023?

FY 22

4 Please confirm if this solicitation is Total Small Business Set‐Aside. Per Para 5 on COMBO/Solicitation:

This solicitation has been set aside for 100% Small Business under the 561110 NAICS Code, with a small business size standard of $22,000,000.00. The PSC code is R617. The Government intends to award a Single, Firm‐Fixed Price order.

Are contractors required to use the SCA wage determination for this opportunity? If so, please clarify which job title contractors should use for services required?

Per Service Contract Act WD ‐ 2015‐4265 Contracts subject to the Service Contract Act are generally required to pay at least the applicable minimum wage rate required under Executive Order 14026 or Executive Order 13658. Medical Records Technician will be the job title contractors should use for services

6 Will the government provide SOFA or Logistical support for this role? Please define "SOFA" . There is no logistical support for this position.

7 Is this is a follow‐on requirement or a new contract? If it is a follow on contract, could you please provide the incumbent contract number and the awarded price?

This is a new requirement .

Please confirm what would be the candidate Education/Degree requirement for this role?

High School diploma at a minimum. Some college prefered.

9 Based on PWS under paragraph 1.4.12 Contractor Travel, it states:

1.4.12 Contractor Travel: Travel shall be in accordance with the Joint Travel Regulation. Travel may be required for all Contractor personnel performing on this requirement. Contractor shall be required to comply with travel policies as outlined in the DoD Financial Management Regulation and the Joint Travel Regulation (JTR).

Please confirm where are the travel destinations required to perform this service?

‐ How many travel/s required in one year?

‐ What are the cost associated with the travel requirement?

‐ Who will pay/shoulder the cost?

There are no travel requirements associated with this contract.

MEDICAL RECORDS TECHNICIAN SOLICITATION W912K6‐22‐Q‐0035 QUESTIONS AND ANSWERS

QUESTIONS Government Responses

10 Please confirm what are the provided Contractor Furnished Equipment (GFE) to support for this role.

Basic office supplies, computer, phone, work station, copier, fax machine.

11 Based PWS under paragraph 1.4.4 Place and Performance of Services, it states:

1.4.4 Place and Performance of Services: The contractor shall provide two (2) Medical records Technicians. Routine coverage is required between the hours of 0630 thru 1700 Tuesday through Friday except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government‐directed facility/installation closings. Occasional work will be required on a Saturday or Sunday, or both. The work week will not exceed 40 hours.

Performance shall be at Camp Fretterd Military Reservation, 5555 Rue Saint Lo Drive, Reisterstown, MD 21136, BLDG 205.

Based on the attached COMBO, page 3 CLIN, it states:

CLIN Description QTY Unit of Issue Unit Price Total Price 0001 Two (2) Medical Records Technician 12 Months

TOTAL COST

Does it mean that the (2) Medical Records Technician will share with the working hours?

Like they will share with the 40 hours a week?

Yes. The place of performance is Camp Frettered Military Reservation.

No. There are two medical records technicans each working 40 hours a week.

12 Referencing section: The contractor shall provide two (2) Medical records Technicians.

Routine coverage is required between the hours of 0630 thru 1700 Tuesday through Friday.

If a medical record technician is out for sick time or accrued vacation time, is the contractor required to have a backup person to fill in for the medical record technician?

No

QUESTIONS Government Responses

Based on PWS under paragraph 1.4.8 Post Award Conference/Periodic Progress Meetings, it states:

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart

42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

‐Please confirm if the awarded contractor company representa ve should be present (on site) in the post award conference mentioned above?

Yes. 1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5.

14 Will the government please provide an estimate of weekend work expected? Per 1.4.4 Place and Performance of Services, weekends will not be worked.

15 Will access to the government facility be granted during the weekend? Per 1.4.4 Place and Performance of Services, weekends will not be worked.

16 Will the government consider adding option years to this contract? Not at this time.

17 How will the government evaluate past performance? It will be evaluated by "Acceptable or Unacceptable"

18 Will alternate work locations be used in the event of gate closures, acts of nature, and weekend work?

Please refer to 1.4.4.2

19 It was answered in the Q&A just now that there are incumbent personnel, can you please provide the current name of the incumbent company and the companies contract number and total value of the current award?

The first right of refusal was repealed and this is considered a new requirement

20 Also why is the guard looking for key personnel when clearly there are current incumbents who will continue the work?

The first right of refusal was repealed and this is considered a new requirement

21 Would the government consider putting this out SDVOSB set aside? It is set‐aside for 8a only 22 Why hasn’t an option year been extended to the current incumbent? To extend competition to all 8a participants 23 Why is this a 12 month period of performance with no option year? To extend competition to all 8a participants 24 Can you clarify if Solicitation W912K6‐22‐Q‐0035 is a Total Small Business Set‐aside or reserved for 8a only?

Sam.gov, solicitation document and Q&A number 4 confirms its 100% Total Small Business but Q&A numbers 21, 22 and 23 reference 8a Set‐aside.

It is set‐aside for 8a only

QUESTIONS Government Responses

25 Does the business have to be in operation for a certain number of years to be considered for this assignment, or is it open to all small businesses, regardless the length of time that it has been in operation?

It is set‐aside for 8a only

26 Is it required to be 8a certified to submit a proposal? It is set‐aside for 8a only 27 Please clarify if this is an 8(a) or a total small opportunity. In the Q&A rev1 the government states;

" 4 Please confirm if this solicitation is Total Small Business Set‐Aside. Per Para 5 on COMBO/Solicitation:This solicitation has been set aside for 100% Small Business under the 561110 NAICS Code, with a smallbusiness size standard of $22,000,000.00. The PSC code is R617.

The Government intends to award aSingle, Firm‐Fixed Price order."

It is set‐aside for 8a only

The government asks for resumes of candidates but there are incumbents. Can the government remove the requirement for resumes or provide the incumbent resumes for everyone to use?

The first right of refusal was repealed and this is considered a new requirement

Would the government consider putting this out SDVOSB set aside? It is set‐aside for 8a only"

It is set‐aside for 8a only

30 Why hasn’t an option year been extended to the current incumbent? To extend competition almost all 8a participants" To extend competition to all 8a participants

31 In Q&A #4 it states, this solicitation has been set aside for 100% Small Business, while in Q&A #21 it states, it is set‐aside for 8a only.

Please confirm.

It is set‐aside for 8a only

32 In Q&A #13, please confirm who should attend/present on site in the post award conference? Is it the awarded company representative or the 2 Medical Records Technician (contractor employees)?

Only the two medical records personnel

33 Is there a specific font that must be used for the technical portion of the offer? No standard. Times New Roman 12 font preferred

Is there a page limit for the technical portion of the offer? Proposals should be limited to a maximum of 10 pages this number does not include the resumes.

35 How many resumes is the offeror required to submit with the offer Ideally two, one for each position.

36 Is there a specific format and specific information required that must be included to submit past performance information Past Performance must relate to current requirement 37 Should the offeror submit representations and certifications with the offer? If so, should they be included in volume one or volume two?

Volume I is Technical and Past Performance Volume II Pricing. Please submit documents according to the factors that will be evaluated..