Q A_-_Solicitation_Round.docx

W912NS-16-R-7002

Solicitation Round Q&As

Q1: On page 44 of Solicitation W912NS-16-R-7002 there is Attachment 1: Surveillance Matrix. The Performance rating piece of this matrix is cut off. Can you please send a revised Matrix?

A1: Word Copy of QASP attached to this Q&A response.

SECTION: 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (OCT 2015) STATES:

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

Q2: Will the Government allow offerors to submit more than one (1) proposal?

A2: Provision 52.212-1 does allow offerors to submit more than one (1) proposal. Ensure each proposal is submitted and labeled differently and follow all 52.212-1 instructions. If multiple proposals are submitted the differences should be clear.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

Q3: Does the Government intend to choose more than one (1) contractor to perform services on this opportunity? Please elaborate on what “The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer,” means. Does this mean the Government has the option to negotiate a lower price with a selected contractor in the event they meet the Government’s technical requirements?

A3: The Government intends to award a single contract to one offeror. This is a standard commercial provision which carries more meaning with supply contracts. The government does not intend to enter into discussions to negotiate price, however the Contracting Officer reserves the right to enter into discussion if it is determined to be in the Government’s best interest.

Q4: Staffing and Management Plan are inclusive of the Government needs, therefore will the Government provide the following: We understand this is a firm fixed price contract, and not time and labor, however, in order to insure our staffing plan reflects the best value, we must be able to accurately calculate our manpower requirements, therefore, can the Government verify if the current level and number of FTEs reflect the Government’s current requirement needs? Are any of the current incumbents PTEs if so which ones?

A4: This contract requirement is larger than the current contract because ~1,000 Soldiers are scheduled to deploy next year (addressed in PWS). Nonclinical case management will be required throughout the deployment process to include travel to SRPs (Drill Weekend) and White Cell (Mob Station) support. The current contract has 2 case manager FTEs and 10 care coordinator FTEs. The government envisions 2-3 additional case manager FTEs will be required with this larger requirement. An offeror’s proposal should fully address this additional work load.

Q5: Which positon on the DOL Wage and Determination that was included with the RFP is each incumbent mapped too?

A5: There is no mapping of positions to DOL Wage Determination rates. It is the offerors responsibility to select an appropriate Wage rate and include it with their proposal. Medical Care Coordinators -- 12160 - Medical Record Clerk (or higher) and Case Managers -- 12311 - Registered Nurse I (or higher) are considered appropriate.

Q6: Are incumbents working a 37.5 or 40 hour work week?

A6: This is proprietary information to how the incumbent manages its contract employees. This is a performance based acquisition.

Q7: In the past or in the future has or will a Physician Assistant or Nurse Practitioner be required for this requirement?

A7: NO, BSN has been the highest clinical profession utilized.

Q8: Would the Government accept Dun and Bradstreet Open Ratings Past Performance Evaluations?

A8: Past performance needs to be in CPARS, Federal Contract number with reference contact information, or similar nonfederal contract requirement with reference contract information

Q9: Is the Government requiring that all FTEs and PTEs receive health and welfare, and should fully burden (vacation, payroll liabilities and PTO) rates be outlined in a separate excel spreadsheet and included in the staffing plan?

A9: Proposal should meet all federal laws (specifically the service contract act). The offeror needs to fully demonstrate in detail the specifics of their proposal to demonstrate they are fully meeting all federal laws. This will be used in cost realism determination. The proposal does not need to be on a separate excel spreadsheet format, however this format or similar format is highly encourage to ensure cost realism is met.

Q10 By requiring “…Proposal shall be on two separate document or binders…,” are divider tabs acceptable between the two divisions?

A10: No, must be two separate binders. Electronic submission is highly encouraged.

Q11: Is there a page limit you have in mind for the technical portion?

A11: No, however 50 pages should fully address the technical requirement.

Q12: How many MOARNG SMs are being case managed at this time?

A12: This information can be found in the PWS.

Q13: What percentage of the total MOARNG membership does that number represent?

A13: In the PWS but rough math with the numbers provided (2,000 / 9,400) = ~21%

Q14: How does this number compare with the start of the last contract?

A14: The current contract start and finish has been very close, roughly 20%. This requirement has the additional requirement of deploying Soldiers (~1,000 PAX).

Q15: What pay codes are currently being used for: (RN) Case Manager Supervisor; (RN) Case Manager; Administrative Care Coordinator/Medical Records Technicians?

A15: This is proprietary information to how the incumbent manages its contract employees. The incumbent contractor uses an appropriate Wage Code. Appropriate Wage codes provided above.

Q16: Pages 3-44 have a different solicitation number than the other 88 pages. Is it safe to assume this is simply a cut and paste error and does not change the content for Solicitation W912NS-16-R-7002?

A17: This is an administrative error caused by the Government’s contract righting software. All pages apply to the Solicitation W912NS-16-R-7002. Please disregard W912NS-16-D-0001 and replace with W912NS-16-R-7002.

Q18: Block 8 of Standard Form 1449 states the Offer due date and time is 11:00 am 25 Apr 2016. The FBO Solicitation Announcement Original Response Date states, Apr 25, 2016 11:59 pm Eastern. Which time and time zone is correct?

A18: The submission deadline is 11:00 am Central Time.

Q19: Department of Labor Wage Determination – What Occupational Code is the Offeror to use for the Registered Nurse Case Manager(s)?

A19: Answered above.

Q20: Department of Labor Wage Determination – What Occupational Code is the Offeror to use for the Licensed Social Worker(s)?

A20: Answered above.

Q21: Section 1.1.3 Period of Performance states…”shall be 12 June 2016 – 11 June 2017”. Standard Form 1449 requires pricing for a Base Year and Four (4) Options Years. For pricing purposes, we presume that we are to submit pricing for the Base Year and 4 Option Years. Is our presumption correct?

A21: You are correct. You should fill out your proposed pricing utilizing the CLIN structure found on pages 3-12 of the Solicitation pdf (10 CLINS total).

Q22: Section 1.3 Quality Control (QC) – is the Offeror required to submit a final Quality Control Plan with their Technical Response? Or is the Offeror required to submit their Quality Control Plan within 30 days of the contract start date?

A22: Draft Quality Control Plan should be provided with their offeror’s proposal. This will benefit the offeror in their technical evaluation.

Q23: Section 1.6 – is there a designated onsite supervisor at the Jefferson City location performing under the current NCM contract? Will the Government provide the name of the onsite supervisor to Offerors?

A23: Specifics to this question is proprietary information to the incumbent contractor. The onsite supervisor must work at one of the two locations listed in the PWS.

Q24: Page 50, 52.212-1 Instructions to Offerors—Commercial Items (OCT 2015) – Is there are page limit for the Technical Proposal? Is there a required Font Style and Font Size, for example, Times New Roman 12 point?

A24: Answered above.

Q25: Page 50, 52.212-1 Instructions to Offerors—Commercial Items (OCT 2015) Pricing Proposal – States “fully completed and priced SF1449 meets this requirement”. We asking the Government to require Offerors to submit a Pricing Proposal Excel Spreadsheet that provides details to support fully burdened pricing for all NCM positions. Requiring an Excel Spreadsheet will allow the Government to perform an “apples to apples” evaluation and verify the ”reasonableness” standard required under FAR 15.404-1 for all Offeror’s Pricing Proposals. We believe that without requiring a Price Proposal Excel Spreadsheet the Government has no assurance, that all pricing proposals can be properly evaluated as “apples to apples”. Does the Government agree with our recommendation that a Pricing Proposal Excel Spreadsheet that provides details to support an Offeror’s fully burdened Pricing Proposal?

A25: Answered above.

Q26: Subfactor 3 Pricing Proposal – Pricing Proposal is to be Firm Fixed Price, correct? Pricing will be evaluated using a “best value trade-off” as stated in the FBO announcement, correct?

A26: Correct, FFP. The government will evaluate proposals in accordance with the evaluation criteria listed in provision 52.212-2.

Q27: Page 55, Factor 2 Past Performance – is there a limit on the number of similar and relevant Past Performance references an Offeror can provide?

A27: No, however they should be recent.

Q28: Page 55, Factor 2 Past Performance – is there a limit on the number of similar and relevant Past Performance references a Subcontractor can provide? Will a Subcontractors Past Performance be evaluated equally with that of the Offeror?

A28: Prime contractor past performance will be given greater weight in evaluation. This is acquisition is utilizing simplified acquisition procedures. Formal source selection procedures will not be utilized.

Q29: Jefferson City MO to Jefferson Barracks St.Louis MO is 134 miles????? Do we need to do the mileage and frequency? What is the frequency of the travel?

A29: This a Firm Fixed Price (FFP) contract. There could be travel tied to the supervision of contract employees by the onsite supervisor, however that decision would be with the offeror with how they complete their Quality Control Plan and perform the contract. This should be addressed in the offeror’s technical proposal and if travel is anticipated the offeror should detail that in the price portion as well. Travel estimate for SRP (Drill Weekend) support is between 5-6 trips (1-3 day) within the state Missouri. White cell (Mob Station) support is between 5-6 trips (3-5 day) at one of the Nation’s mob centers (ie Fort Bliss). White cell support must be completed by one of the case managers. This should be addressed in the offeror’s technical proposal and the offeror should detail it in the price portion as well

Q30: Are there any page limitations for the Technical Volume?

A30: Answered Above.

Q31: Is there a limit to the number of Past Performance references that offerors can submit?

A32: Answered Above.

Q33: Aside from the Recognized Holidays listed in Section 1.3.2 of the PWS are there any other closure days (i.e. Family Days or other) that occur at the facility? If so, how many and how regular are these closures?

A33: Bad weather could cause facility closure. Historically the facilities have been closed on Friday after Thanksgiving, and one additional day with the Christmas and New Year’s holidays. All facility closure other than recognized holidays listed in PWS are unknown at this time.

Q34: Are the incumbent Case Managers Registered Nurses or Licensed Social Workers?

A34: Registered Nurses.

Q35: What are the historical SCA classifications for these positions?

A35: Answered above.

Q36: Is the level of effort (i.e. number of medical records and open cases/referrals) expected to change from the previous contract?

A36: Yes it’s expected to be greater with the deploying units requiring SRP (Drill Weekend) and White Cell (Mob Station) support.

Q37: 1. Mental Health: Will the Case Managers be responsible for mental health coordination of services in addition to the medical and dental components?

A37: Yes that is a component of case management.

Q38: If so, are plans or policies in place that address specific issues regarding Mental Health?

A38: AR 40-501 and MOARNG SOP

Q39: What is the Missouri Army National Guard email size limit that can be received by your e-mail system regarding the electronic submission of the solicitation response and attachments?

A39: All offeror’s should request acknowledgement to proposal emails to ensure they were received. I have received emails as large as 10 MBs. Do not assume I received your proposal.

Q40: What is the solicitation response date and time?

A40: Answered above.

Q41: How many support persons were needed to achieve an 80% medically readiness?

A41: The goal is 85%. This is performance based acquisition, you must demonstrate this in your proposal.

Q42: How many Administrative Support personnel are being utilized by the incumbent?

A42: Answered above.

Q43: What was the travel frequency in CY 2015?

A43: Answered above

Q44: Can the Government please confirm if this is a personal or non-personal services contract?

A44: Non-personal services contract.

Q45: Can the government please clarify which Occupational codes are applicable to the Case Manager and Care Coordinator labor categories?

A45: Answered above.

Q46: Can the government please confirm that LSWs with a bachelors or master’s degree are both acceptable for the Case Manager position(s)?

A46: The requirement is for a Licensed Clinical Social Worker (Master’s Degree required) or Registered Nurse.

Q47: Can the Government please provide how many cases were opened and closed in the last program year?

A47: The only known numbers can be found in the PWS.

Q48: Can the Government provide historical or current data on the quantity and type of cases administered on a monthly basis under the current contract?

A48: The only known numbers can be found in the PWS.

Q49: Is one of the current Case Managers currently acting as a Team Lead?

A49: Yes. The requirement is simply to have an onsite supervisor though.

Q50: Is the Army National Guard Bureau (NGB) satisfied with the current staffing model?

A50: This contract is administered by the Missouri Army National Guard not NGB. The current staffing is fully meets the current requirement. The government envisions 2-3 additional case manager FTEs to meet the new deploying unit requirement that is listed in the PWS.

Q51: Can the government please clarify the Past Performance requirements for submission? (e.g. how many contracts/references? Is past performance submitted in the same volume, or a separate volume as the technical? Is there any specific information being requested outside of what is identified in 52.212-1?)

A51: Answered above.

Q52: Paragraph 3.1 cites that the Jefferson City location will accommodate 9 personnel and the STL location will accommodate 2 personnel, however, the Q&A cites that Jefferson City will have 10-12 spaces instead of 9. Can the Government please clarify which is accurate?

A52: The information above is outdated. The Jefferson City location can accommodate up to 14 personnel and Jefferson Barracks can accommodate 2 personnel.

Q53: Can the Government provide information regarding how often, for how long, to where, and for what specific services/personnel, that Travel has historically been used?

A53: Answered above.

Q54: Based on historical or current data, how many special events are there per year?

A54: Answered above, only special events are SRP (Drill Weekend) and White Cell (Mob Station) support.

Q55: The RFP states that contractors must be available 365 calendar days a year and are available to perform services on Federal Holidays. Will contractor's be required to provide on-call support during these times or only during regular work hours, if required, to work Federal Holidays on a FFP contract, will the gov’t allow contractor to bill the additional non-standard hours?

A55: No work on federal holidays is required. Non-standard hours is not required. This is a FFP contract.

Q56: In addition to Subfactor 1: Management and Subfactor 2: Staffing plan of Factor 1 Technical Proposal, which areas of the PWS should we include in our Technical proposal response? Is there a page limitation?

A56: Answered above.

Q57: In addition to the Pricing Tables are there additional items the Government wishes to be addressed in the Pricing Volume and is there a page limitation?

A57: No page limitation. The rest of the question was answered above.

Q58: Please clarify the meaning of the below listed statement. Is the government paying for the onsite supervisor or the cost is borne by the contractor or can the primary CM wear both caps (CM and Onsite supervisor)?

1.6 The contractor shall provide an onsite supervisor at the Jefferson City location to serve as the lead POC over all contractors who will ensure performance is IAW this PWS. The onsite supervisor must possess a bachelor’s degree or higher and must have one year or more experience in clinical case management, supervisory roles, or leadership positions in order to qualify. The onsite supervisor shall possess the expertise to provide oversight in non clinical case management, case management planning, analysis and review, patient risk analysis and service support. Contractor will ensure the onsite supervisor has access to all systems, databases, modules and adheres to the technical requirements of this PWS.

A58: This is a non-personal service contract. The offeror is responsible for providing an onsite supervisor as a part of the proposal. The onsite supervisor with manage the contract employees to fully meet the PWS. This is essential to make this a non-personal service contract.

Q59: What company has the current contract?

A59: Answered in presolicitation round Q&A.

Q60: How much is the current contract and what is the Period of Performance, i.e. 5 years or 5.6 years?

A60: $652,631.20 with a 1 year POP.

Q61: Will it be possible to get the names and email addresses of the current workers to determine their willingness to continue in their current position providing that the Government is satisfied with the job performance?

A61: Experience was listed in the presolicitation round Q&A. All incumbents are interested in continued service. We cannot provide contact information.

Q62: What will the Unit Price be for the cost? Will it be by the month like most contracts?

A62: An offeror’s proposal should be annual for each CLIN (FFP). The awarded vendor will be allowed to invoice monthly.

Q62: Please provide the current number of caseload?

A62: Answered Above.

Q63: Please let us know the clearance requirement for the Staff?

A63: Listed in PWS.

Q64: Is there a facility clearance requirement for the vendor prior to the proposal submission?

A64: It is highly encouraged to submit proposals electronically by email to the email listed in provision 52.212-1. If you wish to deliver hard copies please coordinate with same email by this Friday to ensure there is no delay at the post gate.

Q65: In the solicitation Attachment 1 of the PWS (Surveillance Matrix) it states that the Quality Control Plan(QCP) should be submitted with the proposal.

However, I don’t see it listed as part of the evaluation or instructions. Could you confirm that the QCP does not need to be submitted with the proposal?

A65: Answered above.