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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: | Expense for training hours shall be included in the offeror’s price. |
| 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: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| 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: | The Government will evaluate, Relevant experience of at least three years performing same/similar case management projects that are comparable to the work requirements of this solicitation. Experience will be rated as Relevant, Somewhat Relevant, or Not Relevant. |
| 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: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| 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. |
| Question 48: | Do we need to go through a credentialing process for Case Managers/Administrative Care Coordinators? Or will their credentials transfer from the previous contract? |
| Response: | Credentials will transfer over from prvious contract. |
| Question 49: | Do new hires need to go through a credentialing process? What items are collected? (Diplomas, licenses, etc.) |
| Response: | Yes. Deiplomas. |
| Question 50: | Do all Case Management and Administrative Care Coordinators receive Common Access Cards? Are new hires allowed to start before they receive Common Access Cards? |
| Response: | Yes and yes. |
| Question 51: | Will the Government please define the calendar timeframe of TY24? |
| Response: | TY = Training Year, which is the same as the Government Fiscal Year (FY), which is 01 October to 30 September every year. So TY24 or FY24 = 01 OCT 2023 - 30 SEP 2024. |
| Question 52: | Is TY27 accurate in the statement in sec. 5 ;“Contractor will conduct estimated 10 days of SRP for 5000 Soldiers in TY27 resulting in…….” |
| Response: | Yes. |
| Question 53: | Is it the MN ARNG’s plan to have a concurrent 10 days of SRP to see approximately 5000 PAX as described in section 5.0 or will this be many shorter SRP events throughout TY ’27? |
| Response: | The dates will be broken up throughout the year. |
| Question 54: | Is it the Government’s plan for the MN ARNG to have a significant increase or draw-down of the total troop force in the timeframe within the contract and its option years? |
| Response: | No. |
| Question 55: | Are any SRP services planned for delivery outside Minnesota state/federal facilities? If so, where? |
| Response: | No. |
| Question 56: | According to data from the current contract what is the average monthly travel to be expected by personnel? Can the Government please provide a plug number or not-to exceed number for each of the referenced CLINs? Or do Offerors leave them blank because they are reimbursable? |
| Response: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| Question 57: | Will the government please clarify the intent of item C Factor 1, sentence 3 on page 67: "A list of present commitments, including the dollar value." Are you interested in seeing all our current contracts for all of our affiliates? |
| Response: | The Government will evaluate, Relevant experience of at least three years performing same/similar case management projects that are comparable to the work requirements of this solicitation. Experience will be rated as Relevant, Somewhat Relevant, or Not Relevant. |
| Question 58: | There are two submittal times listed (10:00 am or 3:00 pm CT). Please clarify the submittal deadline time. |
| Response: | Quotes are to be sumbitted no later than "3:00 PM 22 Apr 2024" as found on the SAM.gov posting and as updated in Box 8 on page 1 of the Solicitation SF 1449. Note that the date could change if the solicitation is extended by amendment. |
| Question 59: | Please provide submittal instructions. i.e. Do we send the files via email to daniel.g.bart.mil@army.mil and luke.d.thomsen.mil@army.mil ? And subject line requirements? |
| Response: | Submit Quote package emails and questions to the attention of Mr. Dan Bart at daniel.g.bart.mil@army.mil but also CC Mr. Luke Thomsen at luke.d.thomsen.mil@army.mil |
| Question 60: | How will Government evaluate the Price factor? |
| Response: | In accordance with 52.212-2, Price will be evaluated for fairness and reasonableness in accordance with FAR 13.106-3(a). |
| Question 61: | How many experience citations is the Government expecting? |
| Response: | In accordance with 52.212-2, identify all relevant projects that are substantially complete or have been completed within the past |
three years of the solicitation issue date.
| Question 62: | How many Past Performance citations is the Government expecting? |
| Response: | In accordance with 52.212-2, the government is not asking the CTR to provide past performance. Past performance information may be obtained from any sources available to the Government (i.e. CPARS/SAM). |
| Question 63: | Will the adjectival ratings for Experience be applied to the whole set of experience citations (i.e., the adjectival rating applies to the complete set of corporate experience)? |
| Response: | If three projects are submitted and only 1 is relevant the contractor would receive a relevant rating. If three projects are submitted 1 is not relevant, 2 are somewhat relevant a rating of somewhat relevant will be given. The highest rating will be the rating used. |
| Question 64: | Will the adjectival ratings for Experience be applied individually to each experience citation? |
| Response: | See answer to question #63 above. |
| Question 65: | Will the adjectival ratings for Past Performance be applied to the whole set of experience citations (i.e., the adjectival rating applies to the complete set of corporate Past Performance)? |
| Response: | The Government is not asking for a certain number to be submitted, but looking for relevant, recent and quality from CPARS/SAM. If only 1 is found, that will be reviewed as stated in 52.212-2. |
| Question 66: | Will the adjectival ratings for Past Performance be applied individually to each experience citation? |
| Response: | If three projects appear and 1 is recent, very relevant, substantial confidence and the other two are recent, relevant, neutral confidence you would receive the higher rating. |
| Question 67: | Will the Government consider a cost-reimbursable CLIN for the travel? |
| Response: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| Question 68: | Can the Government provide a detailed list of the trips per year, including destinations, durations, and number of personnel for each trip? Offers can not provide a reasonable estimate of travel costs without this. |
| Response: | Excpect trips to Camp Ripley Training Center two to four times per year. Takes about two to six contractors, depending on the mission. |
| Question 69: | The Government has indicated in the answer to question 10 that none of the current personnel are Nurses, Social Workers or LVN/LPNs. Do any of the current personnel NOT meet the qualifications specified in PWS section 5.0? |
| Response: | No; all current personnel do meet the qualifications specified in PWS section 5.0. |
| Question 70: | The Government has indicated in PWS section 5.0 that Care Coordinators require 6 years of experience. The response to question #33 indicates 3 years of experience. Can the Government please clarify the minimum years of experience required for the Care Coordinators? |
| Response: | Case Managers require either RN, Social Worker, Former E7 42A or 68W MOS, or six years of Care Coordinator experience. |
| Question 71: | Can the Government please provided completed versions of 52.222-42, Statement of Equivalent Rates for Federal Hires? |
| Response: | Clasue 52.222-42 has been added, full text, with Equivalent Employee Classes and Monetary Wage. |
| Question 72: | Which SCA Occupation should offerors use for the Case Managers? |
| Response: | 12312 Case Manager (Registered Nurse III) |
| Question 73: | Which SCA Occupation should offerors use for the Care Coordinators? |
| Response: | 12190 Non-Clinical Care Coordinator (Medical Record Technician) |
| Question 74: | Which SCA Occupation should offerors use for the Credentialing & Incentives Manager? |
| Response: | 12312 Credentialing and Incentives Manager (Registered Nurse III) |
| Question 75: | Has the Government ever had any of the labor categories on this effort conformed by DOL? We ask because similar efforts have specialized SCA Occupations for them (Victim Advocates, Recovery Care Coordinators, etc.). |
| Response: | ANSWER PENDING |
Question 76: In the solicitation, the Government indicates FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) is applicable. FAR 52.222-42 requires the following information to be included:
| This Statement is for Information Only: It is not a Wage Determination | |
| Employee Class | Monetary Wage-Fringe Benefits |
| Response: | Equivalent Employee Class | Monetary Wage |
| 12312 Case Manager (Registered Nurse III) | $43.98 |
| 12312 Credentialing and Incentives Manager (Registered Nurse III) | $43.98 |
| 12190 Non-Clinical Care Coordinator (Medical Record Technician) | $28.73 |
| Question 77: | Would the Government confirm if the pricing information should be provided in a separate document from the Experience and Past Performance? |
| Response: | Yes, submit pricing quote in separate document that best outlines your pricing and overall cost. |
| Question 78: | In the Round 2 (Week of 1 April) Questions and Responses, the Government was asked “How many of the current FTEs are Registered Nurses? LPN/LVNs? Social Workers?” and the Government responded “None.” |
| However, the RFP clearly calls out the Case Managers (and Credentialing and Incentives Manager) as requiring qualifications as a Registered Nurse (RN), Licensed Vocational/Practical Nurse (LVN/LPN), Social Worker, Army MOS of 68 or 42 series level 4 as comparable credentials or AOC Series 67-73 with degree, Care Coordinator with 6 years’ experience or equivalent experience, knowledge and/or abilities. |
| Will the Government clarify if the current Case Managers (and Credentialing and Incentives Manager) meet these qualifications (and therefore must be offered “right of first refusal”) or will the awarded vendor have to recruit personnel to meet these requirements? |
| Response: | All current personnel do meet the qualifications specified in PWS section 5.0, which states, "the Case Manager positions shall be filled at a minimum by either a Registered Nurse (RN), Licensed Vocational/Practical Nurse (LVN/LPN), Social Worker, Army MOS of 68 or 42 series level 4 as comparable credentials or AOC Series 67-73 with degree, Care Coordinator with six years experience or equivalent experience, knowledge and/or abilities. |
| Question 79: | Because the Service Contract Labor Standards statute applies to this contract, two things create an uneven playing field the Government must address. |
| a) First, the incumbent contractor is at a disadvantage because its pricing for indirect costs will be higher because its indirect costs will reflect the correct amount of Vacation for each employee (2 weeks paid vacation after 1 year of service with a contractor or successor, 3 weeks after 5 years, and 4 weeks after 15 years ). |
| b) Second, any competitor to the incumbent contractor cannot provide accurate pricing and will bid too low because the competitor is not aware of the current employees’ length of service on the contract. This is brought into focus by FAR 13.106-3(a) that identifies: “Basis for award. Before making award, the contracting officer must determine that the proposed price is fair and reasonable.” The subparagraph immediately following, FAR 13.106-3(a)(1), instructs the Contracting Officer: “Whenever possible, base price reasonableness on competitive quotations or offers.” |
| Therefore, it is logical that “competitive quotations or offers” can only occur if all bidders have the same information. |
| Thus, it is incumbent upon the Government to provide the SCA Anniversary Dates of employment for Incumbent Personnel to support accurate pricing based upon the requirements of the Wage Determination and we respectfully request that information to prepare a price proposal responding to the Government’s stated intent that “Price will be evaluated for fairness and reasonableness in accordance with FAR 13.106-3(a).” |
| Response: | ANSWER PENDING |
| Question 80: | Would the Government please consider updating the instructions if item three of evaluation Part 1 (A list of present commitments, including the dollar value) to be a list of all current commitments for relevant projects? For Joint Ventures or companies with multiple division, the requirement to provide all present commitments may be burdensome. |
| Response: | [3:59 PM] Ahlgren, Eric A CIV NG MNARNG (USA) |
The Government will evaluate, Relevant experience of at least three years performing same/similar case management projects that are comparable to the work requirements of this solicitation. Experience will be rated as Relevant, Somewhat Relevant, or Not Relevant.
| Question 81: | Is there a required Subject Line for submission? |
| Response: | No. Reference FAR 52.212-1, Instructions to Offerors. |
| Question 82: | Can the government provide clarification on what (if any) supplies and equipment have historically been provided by the contractor? |
| Response: | Supplies and equipment are provided by the government. |
| Question 83: | Are there any special qualification needed for the CM Supervisory Lead? |
| Response: | The same qualifications as the Case Manager. |
| Question 84: | Can you please confirm which job title is most reflective of your current need: Credentialing Coordinator, Credentialing Manager, or Credentialing and Incentives Manager? |
| Response: | Credentialing and Incentives Manager. |
| Question 85: | Could the Government please confirm the SCA Occupation Codes for each Labor Category? |
| Response: | See response to answers 71-74 above. |
| Question 86: | Would the Government explain how we are to budget for travel when the amount of travel is currently undetermined? |
| Response: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| Question 87: | Additionally, as the travel is reimbursable, subject to JTR, at the discretion of the COR and a constant dollar amount across all offerors, we request that the Gov't provide a placeholder value for offerors to include in our pricing response for the Travel CLIN as thresholds. We cannot adequately estimate travel expenses from the information provided and as this is a directly reimbursable expense, this should not affect the evaluated price. |
| Response: | The contractor does not need to calculate a travel estimate. Travel will be built into the contract as a separate reimbursable line item on the contract. The RFP has been modified to include a $10,000 Not To Exceed yearly travel amount. |
| Question 88: | Within the PWS, there is a skip from 5.3.6 to 5.3.8.7. Would the Government please explain if there are missing bullet points here? |
| Response: | This has been corrected in the PWS of the solicitation. No sections have been addded or removed, but just simply re-numbered. |
| Question 89: | In previous Q&As, it was stated that training would be provided on proprietary government systems and software. Can the Government please confirm that there are SOPs in place for training on new employees on MNARNG specific processes and procedures? |
| Response: | We have SOPs and an onboarding process. |
| Question 90: | Additionally, will the awarded contractor be provided with training topics and/or a schedule so it can confirm that employees have received training and are proficient? |
| Response: | We can provide this if requested. |
