Final Q and A submitted for Care Coordinators.pdf

NATIONAL GUARD BUREAU

UNITED STATES PROPERTY AND FISCAL OFFICE

WEST VIRGINIA NATIONAL GUARD

50 ARMORY ROAD

BUCKHANNON, WEST VIRGINIA 26201-2052

RFP/ TITLE: W912L8-22-R-0002

CONTACT: Erica Oldaker

EMAIL: Erica.d.oldaker.civ@army.mil

PHONE NUMBER: (304) 473-5265

PROPOSAL DUE DATE: 10 - March - 22 @ 12:00 AM Eastern

DATE ISSUED: 25 – Feb – 22

PROPOSER QUESTIONS

WVARNG RESPONSES

RFP SECTION/PAGE

Would the Government provide the current number of and type of staff (labor category) on the program?

The previous contract had 3 FTEs.

However, the government only has funding for 2 FTEs for this renewal contract. Using Wage Determination WV2015- 4347 REV 17-12160 Medical Record Clerk

SF1449 page 3 and page 79

Does the government have a preference for on-site or off-site contract performance?

On-site contract performance is required. However, telework is authorized for unforeseen circumstance when work cannot be performed on site.

PWS 1.4.1

Would the government consider accepting relevant past performance from commercial prime contracts?

No, the government will not consider accepting relevant past performance from commercial prime contracts.

SF1449 Factor 2 Past Performance page 70

Would the government consider accepting relevant past performance from Federal and DoD contracts where the offeror is/was a subcontractor?

Yes, the government will accept relevant past performance from Federal and DoD contract where the offeror is/was a subcontractor.

Should we omit this section?

Page 69 – Format for Proposals states: Price/Cost information must not be contained in the Technical proposal documents. Page 70 - Sub-

This section has been revised to allow Price/Cost Information.

SF1449 Proposal Format page mailto:Erica.d.oldaker.civ@army.mil

WEST VIRGINIA NATIONAL GUARD

factor 3: Compensation Plan of the Technical proposal states: Offerors shall submit for evaluation a total compensation plan setting forth proposed salaries and fringe benefits in accordance with the wage determination.

Can the government confirm the name of the incumbent and the contract number? Or is this a new requirement?

Not a new requirement. Current contract is W912L8-20-C-0005.

This contract was awarded a 6 month extension that will expire on 2/23/2022.

What is the anticipated Level of Effort (LOE)?

2 FTEs

How is the proposal to be delivered to the Government, via email?

Proposals shall be submitted by email to the following point of contacts: Contract Officer:

Matthew Corcoran E-mail:

matthew.d.corcoran.civ@army.mil Contract Specialist: Erica Oldaker E-mail:

erica.d.oldaker.civ@army.mil

SF1449, Addendum to 52.212- 1 C, Proposal Instructions page

If delivery is via email, what is the size limit for sending email?

No size limit.

Are the cover page, table of contents counted in the page count?

No, the cover page and table of contents are not included in the page count.

Updated SF1449 to include this language in Addendum to 52.212-1, Format for Proposals

Please explain page 69 of the solicitation, Format of Proposals, text that states:

“Each section of the Technical proposal must be independent of the others”. Does this mean each section must be in separate documents or does it mean that Offerors cannot reference another section of the proposal?

The Technical Volume shall be one document with separate sections addressing the factors and subfactors.

mailto:matthew.d.corcoran.civ@army.mil mailto:erica.d.oldaker.civ@army.mil

WEST VIRGINIA NATIONAL GUARD

The proposal format states that the proposal text must be compatible with MS Word 2013. Does this statement include items such as SF1449s, SF30s and other forms? How do Offerors provide a secure SF1449 (and if needed SF30) in MS Word? OR, can Offerors submit documents as searchable PDFs?

Only the proposal format submitted by the Offeror shall be compatible with MS Word 2013.

This statement does not include the SF1449 or SF30 or other forms provided by the Government attached to the RFP.

Why are Offerors required to send a pre-addressed stamped envelope for the PPQs to return to the contracting officer? Are our customers allowed to send them via email directly to the contracting officer/contracting specialist?

This only applies if the customer prefers to mail in the PPQ. The preferred delivery method is via email.

SF1449 page 47

The PPQ letter states to send PPQs to the contracting specialist, however the instructions at the bottom of the PPQ itself state that the completed PPQs should be sent directly to the contracting officer in the letter. Which one is correct?

PPQs shall be sent to both the Contract Specialist and the Contracting Officer.

Matthew Corcoran E-mail:

matthew.d.corcoran.civ@army.mil Contract Specialist: Erica Oldaker E-mail:

erica.d.oldaker.civ@army.mil

In the solicitation notification (SAM.gov), the government provides a note stating, “Previous support services contracted under W912L8-15- F-0071 and W912L8-20-C- 0005”. Both of these references are either listed as completed actions or seem to be on the verge of ending performance periods. Are all positions for the Care Coordinators supporting this solicitation currently in place, The awardee will need to provide a fully new staff vice current incumbents. The current contract W912L8-220-c-0005 expires on 2/23/2022.

mailto:matthew.d.corcoran.civ@army.mil mailto:erica.d.oldaker.civ@army.mil

WEST VIRGINIA NATIONAL GUARD

or will the awardee need to provide a fully new staff vice traditional incumbent capture?

Are there more than one type of personnel positions?

Example, are all positions care coordinators, or are some RN, LPN, LCSW, etc.?

All positions are coordinators SF1449 CLIN 0001-4001

Are there education, length of experience or other qualifications required?

No, education, length of experience or other qualification required.

PWS

What parts of SF1449 need to be returned with the proposal?

Submit the entire SF1449 and be sure to complete the pricing for each CLIN and all required fill in Clauses/Provisions.

Acknowledgment of all amendments to the RFP and continuation sheets.

SF1449 Proposal Instructions

What files need to be submitted as excel sheets?

Breakdown of all cost elements including pricing for option years shall be provided in an excel spreadsheet in addition to the Price/Cost Volume

Reference page 71 and 72:

Does this text mean a total of 3 from the prime and subcontractors together (total of 3)? Or does it mean 3 from the prime and 2 from each sub (total of 5)?

Maximum of 3 most recent and relevant contract for the prime within the last 3 years.

Maximum of 2 most recent and relevant contract for each major subcontractors within the last 3 years.

SF1449 page 71 and 72

*CLIN 0002 / 1002 / 2002 / etc.

Listed for these CLINS is Travel costs. Is there a per Care Coordinator annual "cost cap"?

For example, travel cost per Care Coordinator not to exceed $2,000 per year.

Travel cost are estimated $5,000.00 for the base year, $5,000.00 for Option Year 1, $5,000.00 for Option Year 2, $5,000.00 for Option Year 3, and $5,000.00 for Option Year 4.

SF1449 page 72, Factor 2 Price/Cost (Volume III)

Can the Government please change the Past Performance reference requirement from 3 to 5 years?

No change to the Past Performance reference requirement. Must be within the last 3 years.

WEST VIRGINIA NATIONAL GUARD

Is this contract and the positions as required under the PWS requirements subject to

SCA?

Yes, SCA applies SF1449 Clause 52.212-5 page

Will the government please provide information on how support for this contract has been performed or expectations on how to perform if HPCON prevent normalized access to local site facilities?

Work would typically be performed remotely using GFE laptops, should HPCON prevent normal access.

Will the government provide laptops/remote access for assigned staff in the event that HPCON preclude the ability to access local site facilities?

Yes

Will the government confirm that the intent of this solicitation is to provide Care Coordinators whose role is to assist assigned Case Managers in medical healthcare records administration support only, and that this solicitation does not include the actual Case Manager supporting roles (which typically have medical healthcare provider backgrounds)?

This solicitation is for Care Coordinators, and the roles and responsibilities are to assist Case Managers. They may also assist with others duties as outlined in the PWS.

What is the approximate number of healthcare records that are being managed per assigned Care Coordinator on an annualized basis?

The average number of SMs under case management at any one time is roughly 250

Over the period of performance for the current contractual period (or historically if a better assessment), have the Case Coordinator roles experienced or undergone a high degree of turnover (low retention)?

No

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To what extent currently are assigned staff performing duties and assignments via telework?

They are not, all work is performed on site. There were periods during the pandemic when work was remote.

Has the government either experienced or observed performance issues in terms of productivity delivery that was either a direct result of or perceived problem (accessibility, performance management, etc.) in terms of teleworking/remote staff?

Yes, based on the nature of the function there are difficulties in the proper transmission and management of medical records electronically.

If telework is a “reality” of the current HPCON or mandated environments, will or does the government provide laptops, remote access, and/or printing/scanning capabilities for staff approved for telework?

Yes

Is the expectation of the government that all assigned support staff be located in/near the South Charleston area (as indicated in the Place or Performance), or is the government open to well-qualified staff located in other parts of the state (WV)?

The intent is for them to be located at the WV Office of the State Surgeon where case management is conducted.

Will assigned staff be sponsored by the government and provided access to the identified medical systems for assigned duties?

Yes

In this section, is it correct that the provision of Care Coordination in regard to the substance of the identified role requirements is limited to the management of medical documentation and records only?

No. All of functions listed in the PWS are covered by this solicitation, which is more than “management of medical documentation and records only.”

WEST VIRGINIA NATIONAL GUARD

Does WVARNG already have their own CM and we are only providing Care Coordinators?

Yes, the WVARNG has a separate contract for CM. This requirement is only for Care Coordinators.

SF1449 – CLINS 001- 4001

Regarding special qualifications paragraph 1.4.7 Does this include training on software applications that’s required to track medical readiness requirements?

No, paragraph 1.4.7 does not apply to specific software utilized by the WVARNG.

Can the government please explain why the NACIS code on the RFI (November 05, 2021) was 621399 and then changed on the final RFP to 541611?

The government realized, after the RFI closed, that this service was entered into the 8(a) program previously under NAICS 541611 instead of 621399. Therefore, the contract will be awarded under

NAICS 541611.

Which systems are used by the Care Coordinators that would require access if the teleworking option was factored in?

All the electronic medical systems listed in the PWS would still be used during telework periods.