Solicitation_QA_13JUL2019.docx

1. Should the first SF 1449 be signed and sent with proposal as well as the new SF 1449? Only the solicitation that contains the final bid shall be signed and returned.

2. Are we simply pricing one exam team (Item No 1), and one treatment team (Item No 2)? Yes, you are pricing one exam team for a 10 hour period of work and one treatment team for a 10 hour period of work. Some events will be treatment only and others will be exams and treatment. Pricing should reflect both scenarios if there is a pricing different for both scenarios. Historically, each exam team should be able to complete at a minimum of 75 exams in a 10 hour day and a treatment team should be able to convert 10 Soldiers from DRC3 to DRC 1/2 in a 10 hour day. With a historical average of 15% of our Soldiers requiring dental treatment, 37 Soldiers would require treatment if we gave exams to 250. Understanding that not all treatments can be completed in this setting, our treatment goal for 250 exams would be no less than 30 conversions.

5. What is the maximum number of service members at any given event? We aim for scheduling 250 total Soldiers per day for exams and typically see 30 to 35 for treatment that can be conducted on site with 15% total requiring treatment, historically when we perform exams on 250 Soldiers. Not all events will be for a throughput of 250 Soldiers per day however. The government will be conducting dental examinations at some events as well and only contract for dental treatment.

6. What is the maximum number of exam/treatment teams at any given location? This depends on how the teams are structured and should be addressed in the pricing in regards to throughput for each team. If your dentists are providing both exams and treatment then you will need to be able to provide for up to 250 exams on a 10 hour period on average and 30-35 dental conversions on average IF there are 250 Soldiers attending the event. This scenario would most likely require 4 exam teams and 3 treatment teams per day at that rate, but would vary based upon the team structure, which should be addressed in the pricing. The requested throughput per day will vary and will be dictated by the government, requiring the ordering to be done by teams, as articulated in the technical performance of your plan. Given the projected throughput of 75 exams per team and 10 conversions per team per day, we project that a maximum request would entail 4 exam teams and 3 treatment teams. The minimum request would be for 1 treatment team.

7. What might the team numbers look like on a weekend with concurrent events? There are three weekends with simultaneous events, with the total potential number of Soldiers not exceeding 750 on any given day. Based upon the contractors team makeup this will vary. Our largest weekend will see approximately 1200 Soldiers over three events with two events being Sat-Sun only and 1 event being Friday afternoon-Sunday morning. Based upon projected throughput of each team at 75 exams per team per day and 10 conversions per team per day, the maximum projected potential request would not exceed 10 exam teams and 8 treatment teams for that Saturday and Sunday.

8. Do the DRC 3 SMs who can’t be done at event (endo retreat, difficult extractions needing sedation, large treatment plans, etc.) become the responsibility of the OKARNG case managers? This capability should be addressed in the technical plan. The Contractor will be responsible for scheduling complex treatments and updating the post treatment documentation within DenClass. CLIN 3 will be used to pay for the case management administrative fee (schedule the appointment and update DenClass) and to pay for the member portion of the United Concordia Negotiated amount after United Concordia has been billed by the clinic, when applicable.

1. To better price and budget for travel and sending in equipment, what locations are anticipated to perform dental services?- Oklahoma City (8ish a year, most will be treatment only), Mustang (1 a year, exams and treatment), Lawton (1 a year, exams and treatment), Braggs (two a year, exams and treatment). These are an estimate of what events will be completed in FY20 and illustrates the locations.

2. What armories are allowing dental treatment / dental screenings to be completed inside of the armory? The contractor must have the ability to perform exams and treatments both within the Armory/ Building as well as through the use of Mobile Facilities (trailers). The majority of our facilities have adequate infrastructure to accommodate the space needed for equipment (Braggs and most Oklahoma City events) but not all locations will be able to accommodate both exams and treatments. Furthermore, there is always the potential requirement to perform exams and treatment at a location without any hard building space should the need arise.

All locations will require that the contractor have a commercial generator on hand to support the electrical needs of their equipment as the grid is not established to support the increased pull for the treatment and exam tools.

3. When are contractors allowed to set up and tear down the event? Contractors are allowed to set up the day prior and tear down the day of or the day after the event ends. All set up and tear downs shall be coordinated prior to the event with the COR to ensure access to the facility.

4. Does any armory have dental x-ray equipment such as a dental chair, dental light, dental unit, pano x-ray, intraoral x-ray machine (to take bitewings and periapicals) x-ray imaging sensor the contractor can utilize to save the government costs? Oklahoma City has a panograph installed and is available for use. Braggs will have a panograph, nomads, dental chairs, lights, and stools but this is a Q4 projection and has not been procured at this time.

5. How many PAX are expected for screenings at each event? Approximately half of the events will be for treatment only while the other half will be exams and treatment. Max personnel each day is approximately 250 with 15% on average requiring treatment. Out of the ones requiring treatment, we understand that not all treatment can be conducted outside of the clinical setting and the 15% does not constitute the actual number of treatments that will be performed, should 250 Soldiers be examined, the actual number of conversions from DRC 3 to DRC 1/2 would be 30-35 and not at the 42 number, which would correlate to 15%, due to complexity of treatment for some conditions.

6. Are these dental events completed during the PHA’s/ SRP’s? Yes

7. Is the dental services anticipated to be performed on a certain day of the week or only during drill weekend Saturday and Sunday? Friday-Sunday with the vast majority being Saturday and Sunday

8. How many events are anticipated each month and how many are multiple locations for the given dates? We anticipate a total of 12 events in FY20, 3 in October (same weekend), 2 in November, 4 in December (2 each on 2 weekends), 2 in January and 1 in February. This schedule does not mean that the government will request services for all 12 events and is intended for planning purposes only.

9. How will the case management of SM with extensive dental treatment be billed? The ability to case management treatment outside of the medical event should be addressed in contractor’s proposal and will be evaluated within the operational management plan. The contractor will be required to use a local clinic (within 25 miles of the Soldier's home of record) that accepts United Concordia. Since the government subsidizes the cost of this insurance, it is required that the clinic bill united Concordia first for all Soldiers that have dental insurance through Tricare reserve select (United Concordia). The contractor will then invoice the government the administrative fee along with the copay/ member portion of the treatment that is not covered, up to the negotiated insurance price. Should the Soldier not have dental insurance or have private insurance that they do not want to use, the government will pay for the entire service at the United Concordia negotiated rate. If the Soldier wants to use their private insurance, we will pay the member co-pay so that the Soldier has no out of pocket costs.

10. Is there a set budget for case managed dental treatment? No, the cost of post event treatment for complex cases should not be addressed in the contractors bid. The case management of soldiers with additional treatment should be the only area factored into the administrative costs /fee under the CLIN for post event treatment.

11. Is a case management fee anticipated for post event management? Case management should be counted as an additional administrative flat fee per Soldier and should also include the update of DenClass once services are completed by the local clinic. For the post event care CLIN, the contractor shall asses and price a fee which will encompass all cost associated with processing this CLIN. DO NOT PRICE IN THE COST OF THE TREATMENT AS THIS WILL BE THE SAME FOR ALL BIDS BEING THE UNITED CONCORDIA NEGOTIATED RATE. THE PRICING WE ARE EVALUATING ON FOR THIS CLIN WILL INDICATE WHAT THE CONTRACTOR IS WILLING TO CHARGE FOR PROCESSING THIS CLIN. PRICE THIS BASED ON THE SCHEDULING AND DOCUMENTATION FILING FOR ONE (1) SOLDIER.

13. Is there a current incumbent? If so, whom and may we have the contract number and awarded amount? ACC Health held the previous award W912L613A0076. This however was a BPA which had an estimated amount of $3M over a 5 year period.

16. Will CAC ID’s be sponsored by OKARNG? Oklahoma will sponsor the CAC as needed for this contract only. It is anticipated that the only members requiring CAC access will be those processing data and needing access to DenCLass.

17. Will access to DenClass access be provided if needed? Yes- DenClass input will be required for all exams and treatments performed in order for WAWF acceptance.

18. What is your statewide current readiness status number for DRC3/4? Oklahoma has maintained less than 5% DRC No Go over the past year with the highest DRC3 rate of 3%, largely due to treatment being made available at every medical readiness event. Currently Oklahoma is at 1.6% DRC3 (86) and 2.5% DRC 4 (134).

Further Explanation:

The pricing for exam teams and treatment teams, shall include all operating cost associated with the performance of the team to execute the CLIN.

The CLIN for equipment shall include the cost for transportation, setup, and tear down of all equipment ONLY. THIS IN NOT FOR THE COST OF OPERATING THE EQUIPMENT VIA OTHER CLINS.

We are requesting the treatment CLIN be priced as a treatment team for 10 hours of treatment. Historically, a conversion from DRC3 to DRC 1 or 2 will take an hour on average, therefore each team will convert 10 Soldiers over a 10 hour period. This will result in more than 10 "treatments" as 1 conversion may require 3 fillings and two extractions while another may only require a filling, but on average the net result should result in 10 conversions per team at a minimum, unless the need for that many conversions is not required (only 28 Soldiers needed converting on a certain day, we wouldn't be able to convert more than that with three teams) or the military representative prioritizes a Soldier with extensive treatment over a Soldier with less required treatment, resulting in the contractor not being able to convert 1 per hour.

Equipment- The equipment CLIN should be priced as the cost to transport and set up the equipment and then a separate cost to tear down and transport the equipment. This cost should be the same for a two day event that sees 500 Soldiers as it would for a three day event that sees 750 Soldiers.

As for the overall number of Soldier being seen. We anticipate contracting around 2,000 exams over the course of the year, but will have at least 5 events that will be contracted for treatment only as the Oklahoma National Guard will be providing exams for the Soldiers and then supplying the contractor with a 603A for treatment. Approximately 750 Soldiers will require treatment for conversion from DRC3 to DRC 1/2 each year across the state.

CLIN 3 is a bid for the administrative cost of scheduling and updating documentation for each Soldier that the contractor is unable to convert during the event. The cost of the treatment, after being billed to United Concordia, will be charged to CLIN 3 as well, but is not a negotiable cost. The cost for treatment within a clinic has already been negotiated by insurance and will cost the government for what services are needed post insurance. CLIN 3 should be a per Soldier cost, for example, if the contractor received 1 Soldier that needed a clinical appointment due to impacted wisdom teeth, the administrative cost is $X to schedule the appointment and then update the data into DenClass. The contractor would then charge the OKARNG the admin cost plus the treatment cost to CLIN 3 for each individual Soldier as the case management occurs.