Industry Questions PHA (Final).pdf

Questions and Answers for PHA Events Services Contract

Q1. How is the event schedule determined for a given year?

A: Upon receiving the contract award, the awardee will receive a schedule for the 40 PHA events. For the remaining 20 events awardee will be notified with 2-4 weeks in advance.

Q2. Are event dates set on a schedule ahead of time, or is it more short-notice, as they come up or as soldiers arrive?

A: Upon receiving the contract award, the awardee will receive a schedule for the 40 PHA events. For the remaining 20 events awardee will be notified with 2-4 weeks in advance.

Q3. How much lead time do we usually get before an event?

A: Upon receiving the contract award, the awardee will receive a schedule for the 40 PHA events. For the remaining 20 events awardee will be notified with 2-4 weeks in advance.

Q4. Can events ever span more than one day?

A: No

Q5. Roughly how many PHA event-days vs. SRP event-days in a typical year? The ~60 combined number doesn't break down the mix, and the two staff differently.

A: There will be 40 scheduled PHA events and 20 SRP events.

Q6. Are events ever cancelled or rescheduled? If so, how far in advance will we be notified?

A: The government will inform with 5 days in advance of any event cancellation caused by an emergency or acts of nature. All financial claims for cancellations within 4 days or less will be addressed through a formal claims process.

Q7. If we have already incurred costs & an event is cancelled, how will those costs be addressed?

A: All financial claims for cancellations within 4 days or less will be addressed through a formal claims process.

Q8. What is the process of reporting any events that are cancelled or postponed?

A: Will be notified either by phone or email as soon as an event is cancelled or postponed.

Q9. The PWS says "at least 1 person" per category plus "all other necessary personnel." We are interpreting this as the minimum required for every event and we can add personnel that we may require. Please confirm.

A:Please quote for the minimum of one person per category. In the event that more personnel is required the government will request it through and RFP and add it through a contract modification.

Q10. For a ~125-soldier PHA event, does this same minimum per category apply?

A: Yes

Q11. The PWS states we must provide services seven days a week. Does this mean that events could be scheduled on any days of the week and our staff must be on-site for those events or does this literally mean we will be providing support seven days per week?

A: Events could be any day of the week but contractors will need to be present only during event days.

Q12. The PWS says the Government provides the computers and that all the PII/PHI stays on Government equipment. Just want to confirm we're not expected to bring any other hardware or systems that collect and/or store that data to include that used in assessments?

A: Providers can use their own equipment like a stethoscope but beside that everything else will be provided

Q13. We are to provide the additional equipment needed for the events. Will this equipment ultimately become the property of the USG or will it remain the property of the contractor?

A: Property of the Contractor if the contractor provides it to their personnel

Q14. For the MODS/MND profile entry, will the Government set up system access and schedule training for our clinical staff? If so, how long after award does that access usually take?

A: Yes. The access usually take around 30 days.

Q15. The instructions state, “The combined experience submitted to the Government shall not exceed three pages, font Times New Roman or Arial, size 12, margins at 1-inch, single space. Information exceeding three pages will not be considered.” Is it 3 pages per reference or 3 pages total?

A: 3 pages total.

Q16. Contractor-Furnished Equipment and Supplies: PWS Section 4.0 states that the contractor shall furnish all items required for performance except those specifically identified as Government-furnished. Please provide or confirm the specific medical, dental, optometry, EKG, immunization, and other clinical equipment, supplies, and consumables that must be furnished by the contractor. In particular, please clarify responsibility for dental X-ray equipment, EKG equipment, examination equipment, vaccines/immunizations, needles/syringes, PPE, and other medical/dental consumables.

A: Government-Furnished (PWS 3.0 & Q12/Q17): The Government provides the workspace, desk space, telephones, utilities, computers, scanners, and printers for confidential document processing and system entry. The Government also provides all the primary clinical equipment/supplies on-site at Camp Santiago (including vaccines/immunizations and specialized testing apparatus/dental setup). No Medical or dental equipment needs to be provided by the contractor.

Contractor-Furnished (PWS 4.1 & Q12/Q13): As clarified in Q12 and Q13, medical providers may bring their standard individual diagnostic tools (e.g., stethoscopes, personal penlights/exam kits) and any necessary standard personal PPE if required. Contractor-provided tools/equipment remain the property of the contractor.

Q17. Government-Furnished Clinical Equipment: In addition to the workspace, telephones, computers, scanners, printers, and utilities identified in PWS Section 3.0, will the Government provide any medical, dental, optometry, laboratory, immunization, EKG, or dental X-ray equipment or supplies for contractor use?

A: Yes

Q18. Event-Based Staffing/Schedule: Please confirm whether contractor personnel are required to report only on scheduled PHA/SRP Medical Readiness Event days, or whether any personnel are required to maintain a regular

Monday–Friday/on-site work schedule between events.

A: Only on PHA and SRP events

Q19. Event Schedule and Advance Notice: Approximately how far in advance will the contractor receive the schedule for each Medical Readiness Event? Will the Government provide an annual, quarterly, or monthly projected event schedule to assist with staffing?

A: Upon receiving the contract award, the awardee will receive a schedule for the 40 PHA events. For the remaining 20 events awardee will be notified with 2-4 weeks in advance.

Q20. Minimum Staffing: PWS Section 5.1.1 requires at least one individual for each identified labor category and further requires the contractor to provide all additional personnel necessary to complete full PHAs. Please confirm whether the Government's minimum staffing requirement is seven personnel per event or whether there is an anticipated/recommended staffing level based on the expected throughput of approximately 125 Soldiers per PHA event and 75 Soldiers per SRP event.

A: Minimum one person if any additional personnel is needed it, it will be requested through a formal RFP and paid through a contract modification.

Q21. Current/Incumbent Contractor: Is this requirement currently being performed by an incumbent contractor? If so, please provide the incumbent contractor's name and current/previous contract or task order number, if available.

A: The Contractor is VELACOL CORP. This requirement is similar but identical and not the same level of effort.

Q22. Current Staffing/Vacancies: If this is an incumbent requirement, are all required positions currently filled? If not, please identify which labor categories/positions are currently vacant.

A: The Current Contractor has all staff as needed. : Because this is an event-based non-personal services contract (not direct staffing augmentation for permanent government billets), the contractor is responsible for independently sourcing and maintaining an adequate roster of credentialed personnel across the 7 required labor categories (Team Leader/RN, Provider [MD/PA/NP], Dentist, LPN, Optometry Assistant, Dental Assistant, and In/Out-processing Support) for each scheduled event day.

Q23. Current Staffing Levels: If an incumbent contractor is currently performing these services, please provide the current number of personnel by labor category being utilized to support PHA/SRP events, if available. This information would assist quoters in understanding the historical staffing necessary to meet the required event throughput.

A: The Contractor is VELACOL CORP. This requirement is similar but identical and not the same level of effort.