Questions and Answers v4 April 4th_.xlsx
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- Attached to
- Nonclinical Case Management Services
- Solicitation number
- W912LM-24-Q-0009
About this file
This document contains questions and answers related to Solicitation W912LM-24-Q-0009 for Nonclinical Case Management Services. The solicitation is for a competitive 100% small business set-aside contract to provide medical and dental nonclinical case management and administrative care coordinator staffing in support of Individual Medical Readiness (IMR) for the Minnesota Army National Guard. The incumbent contractor is TDB Communications Inc. under Contract W912LM-20-P-0018. Key details include: a cut-off for questions 7 calendar days from the solicitation close date, separate proposal volumes are preferred for experience, past performance, and price, there is no page limit, and the contract is subject to the Service Contract Act. The Performance Work Statement provides details on the scope of work, including qualifications for case managers and care coordinators, estimated staffing levels, and workspace information.
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Sheet1 Questions and Responses
| RFQ W912LM-24-Q-0009 Nonclinical Case Management Services | |
| Question 1: | Will there be official Q&As? Is there a suspense date for questions to be submitted? Does the government intend to answer questions related to the solicitation, and if so is there a due date and time for questions? |
| Response: | Interested vendors are responsible for monitoring this site for any/all updates to the solicitation and any other pertinent information. Any amendments issued to the solicitation will ONLY be available on SAM.gov. Vendors are advised that they are responsible for obtaining all amendments. |
| Questions will be consolidated and answered in group form like this answered electronically via amendments to the Solicitation on SAM.gov so that all respondents will be provided with equal access to all questions and answers. Again, vendors are advised that they are responsible for obtaining all amendments. | |
| Questions regarding this RFQ shall be in writing and directed via e-mail to daniel.g.bart.mil@army.mil, eric.a.ahlgren.civ@army.mil and luke.d.thomsen.mil@army.mil. No telephone inquiries will be accepted. All correspondence shall reference W912LM-24-Q-0009. | |
| The cut-off for questions is 7 calendar days from the solicitation close date. Questions received after 7 calendar days within the solicitation close date, will only be considered if it is determined by the Contracting Officer to be in the best interest of the Government. The Government is not obligated to provide responses to all questions submitted by Offerors, but will consider the questions, consolidate them, and submit responses onto the GPE Solicitation Posting location (https://sam.gov/). | |
| Question 2: | For the proposal, does the government want the Experience, Past Performance, and Price in separate volumes or one combined volume? |
| Response: | Separate volumes would be preferred, but either way is acceptable provided it is clear and concise so to best evaluate your proposal. |
| Question 3: | Will there be a page count? Is there a page limit for the proposal and for each section? |
| Response: | No. |
| Question 4: | Inquiring about the Incumbent, the contract price and term of work? |
| Response: | TDB Communications Inc., $863,955.36, Base plus 3 Option Years. |
| Question 5: | Is this a new requirement or an existing contract? |
| Response: | Existing contract. |
| Question 6: | Who is the incumbent and what is the current contract number? |
| Response: | TDB Communications Inc., Contract W912LM-20-P-0018. |
| Question 7: | Is this a personal or non-personal contract? |
| Response: | Non-personal contract. |
| Question 8: | Would the Government consider relevant projects within the past 5 years of the solicitation issue date? |
| Response: | Yes. |
| Question 9: | 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 10: | How many of the current FTEs are Registered Nurses? LPN/LVNs? Social Workers? |
| Response: | None. |
| Question 11: | How many of the positions are currently performed through telework (remote)? |
| Response: | None – the contract allows for teleworking. |
| Question 12: | What is the typical length of time to onboard case managers to include security? |
| Response: | 2-3 months. |
| Question 13: | Does the current contract have a designated contractor as the representative to the COR? |
| Response: | No. |
| Question 14: | Is mandatory training conducted as duty (chargeable) time? |
| Response: | Yes. |
| Question 15: | Is training provided on Government unique computer and software platforms? |
| Response: | Yes. |
| Question 16: | Does the current contractor have a formal phase-out plan? |
| Response: | No. |
| Question 17: | 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? |
| Response: | Yes. |
| Question 18: | 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 19: | Are there any vacancies? Are all current positions filled? |
| Response: | There are no current vacancies. All positions are currently filled. |
| Question 20: | 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 21: | Question 15: Is this an SCA contract? |
| Response: | |
| Response: Yes, this contract is subject to the Service Contract Act under, The U.S Department of Labor, Wage Determination Number 2015-4945. | |
| Question 22: | 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 23: | 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 24: | 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 25: | What is the current number of CCs, CMs, and credentialing persons? |
| Response: | 5 CM (one supervisory lead); 6 CC, 1 Credentialing Manager. |
| Question 26: | 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 27: | 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 28: | 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: | The workload quantities outlined in Technical Exhibit 3 represents the anticipated workload and is representative of 14 FTEs, but is not a guarantee. It also notes historical workload was done by 12 FTEs. Technical Exhibit 3 has been updated to state this more clearly. |
| Question 29: | Will the referenced proforma to be used be provided by the Government? |
| Response: | We removed “submit the attached pro forma.” |
| Question 30: | 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 Cover Letter (Offeror Name).pdf
Part 1: Experience
1. Number of years the Offeror has been in business and adequate evidence.
2. Experience showing a minimum of three years performing same or similar case management projects. Includes scope, magnitude of effort, and complexities as shown below.
3. A list of present commitments, including the dollar value.
4. Identify all relevant projects that are substantially complete or have been completed within the past three years of the solicitation issue date. Part 1 Experience (Offeror Name).pdf
| Part 2: Past Performance | ||
| Past Performance is a measure of the degree to which you have satisfied your customers in the past and complied with federal, state, and local laws and regulations. Your past performance is relevant to this competition when you have done recent work that has confronted you with the same kinds of challenges that you would reasonably expect to encounter during performance of the contract described by the RFQ. | Part 2 Past Performance |
| Part 3: Price | ||
| Outline the pricing of your Quote | 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
| Question 31: | Does the Government want the offeror to provide pricing for the CLINs associated with Travel? |
| Response: | Yes. |
| Question 32: | Are all current personnel supporting the current contract working full-time? |
| Response: | Yes. |
| Question 33: | 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 34: | 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 35: | Is a technical proposal required? |
| Response: | No; please be sure to see 52.212-2 EVALUATION--COMMERCIAL ITEMS (NOV 2021) of the Solicitation. |
| Question 36: | 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 37: | Are medical records in one location? |
| Response: | No, they are stored throughout the state and on digital platform (MEDCHART). |
| Question 38: | Are all workstations located in the same facility? If not, are the locations in the same county? |
| Response: | Yes. |
| Question 39: | How many workstations are available? |
| Response: | There are 14. |
| Question 40: | 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 41: | Is there a dedicated records custodian? |
| Response: | Split between respective units. |
| Question 42: | Can tenure for incumbent personnel, for SCA wage compliance, be provided? |
| Response: | That information will not be provided by the Government. |
| Question 43: | Are resumes required for the proposal? Please confirm if resumes are expected/desired with proposal submission? |
| Response: | Resumes are not required. |
| Question 44: | Is it the Government’s intention to keep the current staff? |
| Response: | Yes. |
| Question 45: | 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 46: | 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 47: | 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. |
File details come from the government source that posted it. Updated .