Questions and Answers v2 April 3rd .docx

Questions and Responses Round 2 (week of 1 April)

RFQ W912LM-24-Q-0009 Nonclinical Case Management Services

Question 1: Is this a personal or non-personal contract?

Response: Non-personal contract.

Question 2: Would the Government consider relevant projects within the past 5 years of the solicitation issue date?

Response: Yes.

Question 3: How many incumbent personnel are currently working on this contract? What is the estimated number of personnel? Are there currently 12 FTE incumbents filling the positions? What is the fill rate?

Response: Currently 12 personnel; 100% fill rate.

Question 4: How many of the current FTEs are Registered Nurses? LPN/LVNs? Social Workers?

Response: None.

Question 5: How many of the positions are currently performed through telework (remote)?

Response: None – the contract allows for teleworking on a case-by-case basis but not full-time.

Question 6: What is the typical length of time to onboard case managers to include security?

Response: 2-3 months.

Question 7: Does the current contract have a designated contractor as the representative to the COR?

Response: No.

Question 8: Is mandatory training conducted as duty (chargeable) time?

Question 9: Is training provided on Government unique computer and software platforms?

Question 10: Does the current contractor have a formal phase-out plan?

Response: No.

Question 11: Can the Government provide the anniversary dates of the incumbent contract employees to enable us to base our pricing on the anniversary dates for vacation time?

Question 12: Could the Government please provide the number of current positions per labor category?

Response: Non-Clinical Case Manager: 5; Non-Clinical Care Coordinator: 6; Credentialing and Incentives Manager: 1.

Question 13: Are there any vacancies? Are all current positions filled?

Response: There are no current vacancies. All positions are currently filled.

Question 14: Is there an incumbent? If so can you please provide the company's name and contract number?

Response: Yes, TDB Communications Inc., W912LM-20-P-0018.

Question 15: Is this an SCA contract?

Response: Yes, this contract is subject to the Service Contract Act under, The U.S Department of Labor, Wage Determination Number 2015-4945.

Question 16: If this is an SCA contract, can the Government please provide how many years each employee has on this contract?

Response: The Government does not have this information to provide.

Question 17: On page 5 of the solicitation the Government states there are 10 holidays. Aren't there 11 Holidays to consider? The PWS states 10 holidays but the Wage Determination references 11, can the Government advise as to which is accurate?

Response: Yes, 11. The PWS has been updated to reflect the 11 Federal Holidays.

Question 18: Page 44, Technical Exhibit 3, Item 18, states there are 12 FTEs. However when you look at page 18, the hours shown determine there were 11 FTEs. Does the Government want 11 or 12 FTEs? Will the Government confirm the current number of FTEs on contract currently?

Response: Use Technical Exhibit 3 of the PWS for the Number of personnel being quoted to accomplish these tasks for the base year and option years.

IF quoting less FTEs than historical data, that is fine; however, a detailed explanation of how you intend to get the work done with less FTEs shall be provided. This needs to clearly explain your innovative approach and how the requirements of the PWS will be met. If detailed explanation not provided, the quote will be considered non-compliant and will not be considered. This is only needed if quoting less FTEs than historical data.

Question 19: What is the current number of CCs, CMs, and credentialing persons?

Response: 5 CM (one supervisory lead); 6 CC, 1 Credentialing Manager.

Question 20: Does the Government have a target number of CCs, CMs, and credentialing persons?

Response: 6 CM (one supervisory lead); 6 CC; 1 Credentialing Manager.

Question 21: What are the current Wage Determination designations for CCs, CMs, and credentialing persons at the MNARNG?

Response: This contract is subject to the Service Contract Act – please reference the U.S Department of Labor Wage Determination Number 2015-4945.

Question 22: Do the historical hours provided coincide with the estimated workload in Technical Exhibit 3? If so, have these staffing hours been adequate to support the workload? Does the Government anticipate any changes to the workload in the future?

Response: ANSWER PENDING

Question 23: Will the referenced proforma to be used be provided by the Government?

Response: We removed “submit the attached pro forma.”

Question 24: Please confirm that you have no formatting requirements or page limitations for the response documents? Can the Government provide guidance as to what it would like returned in the form of an administrative or technical response?

Response: Quote packages submitted should be reasonable for easy understanding and evaluation. Also reference FAR 52.212-1 and FAR 52.212-2 in the Solicitation.

The template below is being provided only as an example and not as a requirement.

Contract Proposal

Solicitation Number: W912LM-24-Q-0009 (Non-Clinical Case Management)

Proposal Volume Section

File Name Structure

Cover Letter

1. Company Name

2. Cage Code

3. Solicitation Number

4. Proposed Team Member Names and Contact Information

5. Proposal Validity Date

6. Authorized Offeror Representative

(Offeror Name) Cover Letter.pdf

Part 1: Technical Approach

1. Business Plan

2. Management Plan

3. Quality Control Plan

Part 1 Technical Approach (Offeror Name).pdf

Part 2: Past Performance

Part 2 Past Performance (Offeror Name).pdf

Part 3: Price

1. Format in accordance with pricing table provided.

Part 3 Price (Offeror Name).pdf

Part 4: Contractual Documents

1. Fill-in only clauses of Clauses incorporated by Full Text

2. Submit completed and signed.

Part 4 Contractual Documents (Offeror Name)

Question 25: Does the Government want the offeror to provide pricing for the CLINs associated with Travel?

Question 26: Are all current personnel supporting the current contract working full-time?

Question 27: Can the Government provide qualifications for the Care Coordinator(s)?

Response: HS diploma, three years of equivalent experience, knowledge of medical terminology, and familiar with Microsoft 365 and similar platforms.

Question 28: Can the Government provide the qualifications for the Credentialing Coordinator?

Response: The Credentialing Coordinator will be replaced with the Credentialing and Incentives Manager. Same qualifications as the Case Manager.

Question 29: Is a technical proposal required?

Response: No; please be sure to see 52.212-2 EVALUATION--COMMERCIAL ITEMS (NOV 2021) of the Solicitation.

Question 30: Is the Government seeking a comprehensive list of all relevant present commitments or all of the offeror's commitments?

Response: Per the Solicitation (RFQ p. 67, C.3), the Government is seeking a list of present commitments, including the dollar value. Not all commitments.

Question 31: Are medical records in one location?

Response: No, they are stored throughout the state and on digital platform (MEDCHART).

Question 32: Are all workstations located in the same facility? If not, are the locations in the same county?

Question 33: How many workstations are available?

Response: 14.

Question 34: Is dental case management currently designated to 1 care coordinator is or is split between all care coordinators by brigade/unit?

Response: Split between respective units.

Question 35: Is there a dedicated records custodian?

Response: Split between respective units.

Question 36: Can tenure for incumbent personnel, for SCA wage compliance, be provided?

Response: That information will not be provided by the Government.

Question 37: Are resumes required for the proposal? Please confirm if resumes are expected/desired with proposal submission?

Response: Resumes are not required.

Question 38: Is it the Government’s intention to keep the current staff?

Question 39: We understand some contractor travel is expected. Will the Government please provide the previous years amount of travel that was required and the estimated costs that are reimbursable?

Response: Previous years was approximately $7,000.00.

Question 40: We would like to confirm if there is a list of tasks/responsibilities for the following positions:

1. Case Manager

2. Care & Credentialing Coordinator

Response: This is outlined in the PWS of the Solicitation.

Question 41: Could you please provide information on the total space that will be available for contractors during the project duration?

Response: Total of 1,483 SQ FT. Credentialing and Incentives Case Manager 7x13 (Private Office). Main Room is 38 x 24 (four Case Managers; four Care Coordinators) – has eight cubicle style workstations with u-shaped desks and individual filing cabinets, and then a Small Room 24x24 (two Case Managers; three Care Coordinators) – has five cubicle style workstations with u-shaped desks and individual filing cabinets.