Vendor Questions and Government Answers for W912NS21R2005 - 18 August 2021.docx

Vendor Questions and Government Answers for Combined Synopsis/Solicitation No. W912NS21R2005 Dated: 18 August 2021

Question 1 (Q1): Is there an incumbent?

Answer 2 (A1): Yes.

Q2: If yes, what was the award for this contract?

A2: W912NS16C0001.

Q3: If there is an incumbent what is the current contract value and POP?

A3: This information was provided to interested parties at the time of contract award and is available to the public by searching in FPDS.

Q4: Travel requirements are not defined in the solicitation; are the CMs traveling to other locations to support the MO ARMY NG? If yes, where?

A4: Yes, Case Managers and Care Coordinators may be required to travel to support Soldier Readiness Program (SRP) events around the state of Missouri. Travel requirements are estimated to vary between four (4) to ten (10) SRP events per year that require one Case Manager and one Care Coordinator to support each event. Travel may also be required to assist with mobilization and de-mobilization operations for MO ARNG personnel at out-of-state mobilization stations.

Q5: What is the annual travel utilized on this contract in the past?

A5: The estimated travel amount per year is not to exceed $10,000.00.

Q6: What is the current FTE level for the services on the contract?

A6: That is proprietary information of the incumbent contractor. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). The Government has estimated the contractor manpower needed and will use that estimate when evaluating each proposal.

Q7: Technical Exhibit 3 provides information on the Estimated Workload Quantities by Case Type. The Government did not include the respective PWS labor categories and quantity of personnel (by labor category in order to execute the PWS requirements.) Please provide this information.

A7: The Government has not stated specific labor categories for the positions on this contract. The Combined Synopsis/Solicitation requests offerors to provide a staffing plan as part of their Technical proposal, which includes the labor categories and number of personnel proposed. The Price proposal should also state the labor categories traceable to the tasks in the PWS, with hours and wages/rates.

Q8: Are there any vacancies? Is the contract fully staffed?

A8: That is proprietary information of the incumbent contractor.

Q9: FAR 52.228-5 - Insurance - Work on a Government Installation is included; however, specific insurance requirements were not included in the PWS or Combined Synopsis. Can the government please clarify if Professional Liability Insurance is required in the performance of this non-personal services contract?

A9: Since this is a non-clinical service contract, professional liability insurance would not be required. General liability insurance and health insurance (fringe benefits) would meet the intent of the referenced clause for this contract requirement.

Q10: As the government is requesting a detailed price breakout to include cost/price associated with fully-burdened rates, may Subcontractors submit proprietary rate buildup information under separate cover?

A10: Yes, subcontractor price breakdowns may be provided under separate cover, if necessary for proprietary reasons.

Q11: Section 1.2.1 does not provide minimum years of experience for Case Managers nor does it provide education or minimum years of experience for Care Coordinators. Can the government please provide minimum requirements?

A11: Bachelor's degree is required, and nursing license is preferred, for Case Manager positions (reference PWS paragraphs 1.2.1 and 1.2.2). There is not a minimum number of years of experience required for Case Managers and Care Coordinators.

Q12: Section 1.2.2 does not provide minimum years of experience for Behavioral Case Manager. Can the government please provide minimum requirements?

A12: Bachelor's degree is required, and nursing license is preferred, for Case Manager positions (reference PWS paragraph 1.2.2). There is not a minimum number of years of experience required for Case Managers.

Q13: Section 1.2.3 does not provide minimum education or minimum years of experience required for the Medical Records Administration. Can the government please provide minimum requirements?

A13: There is not a minimum number of years of experience for contractor employees in Medical Records Administration.

Q14: The attached Wage Determination Number 2015-5081 Rev 15 is not the most current Wage Determination Revision. Wage Determination 2015-5081 Rev 16 is dated 07/21/2021. Can the government confirm that Revision 16 is applicable?

A14: Yes, the updated Wage Determination 2015-5081 Rev 16 dated 07/21/2021 is applicable. The Combined Synopsis/Solicitation has been updated accordingly.

Q15: Paragraph 4 states "Prices shall be rounded to the nearest dollar in calculation." Will the government please clarify if they are asking for pricing to be rounded to the nearest whole dollar or rounded to two decimal places.

A15: Please round prices to the nearest whole dollar.

Q16: Can the government clarify if the contractor is responsible for deriving the Travel Budget. If so, will the government please provide historical and/or anticipated travel for the contractor to use in the development of its budget?

A16: Offerors may derive the travel budget in their proposal, however the government has estimated travel budget per year at a not to exceed amount of $10,000.00. Case Managers and Care Coordinators may be required to travel to support Soldier Readiness Program (SRP) events around the state of Missouri. Travel requirements are estimated to vary between four (4) to ten (10) SRP events per year that require one Case Manager and one Care Coordinator to support each event. Travel may also be required to assist with mobilization and de-mobilization operations for MO ARNG personnel at out-of-state mobilization stations.

Q17: The gov't references in the PWS that Medical Case Managers and Care Coordinators are Key Personnel, are all FTEs categorized within either of these Labor Categories considered Key personnel, or just what is considered the leads for these positions?

A17: The Government would consider the lead Case Manager and on-site supervisor to be key personnel on this contract. The Government also would consider the point of contact for this contract within the company's management team to be key personnel.

Q18: In the Combined Synopsis the government mentions that as part of the Sub-factor A-Management Plan, the COR requires contact information for all Key Personnel, does the gov't require resumes as well for each person identified as a key personnel or only contact information (email and phone numbers)?

A18: The Government does not require resumes for the key personnel, only contact information (email and phone numbers).

Q19: Can the services perform remotely? Please confirm.

A19: Please reference PWS paragraph 1.4.4 regarding Place of Performance and paragraph 1.4.1.1 regarding telework. The contracted services shall normally be performed at the place of performance 2302 Militia Drive, Jefferson City, MO 65101-1203. The Government may permit the contractor to employ telecommuting in support of this PWS when determined to be in the best interest of the government in meeting the performance requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted at the Contracting Officer's discretion to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

Q20: Are you requiring companies to have completed CPARS rating with this type of like service contract?

A20: Past performance is will be evaluated as Factor number 2. CPARS is one tool for reviewing vendors’ past performance. Each past performance submission will receive a rating of either Substantial Confidence, Satisfactory Confidence, Limited Confidence, No Confidence, or Unknown Confidence (Neutral).

Q21: Are you requiring any Providers such as Physician Assistant or Nurse Practitioner?

A21: No, medical providers are not required on this Non-clinical Medical Support Services requirement.

Q22: Are the case managers licensed as a registered nurse; if so how many?

A22: The Case Manager positions have a Bachelor’s degree requirement and a nursing license is preferred.

Q23: Is the behavioral health a new addition to case management services? Is this service being performed on the current case management contract?

A23: The Behavioral Health Case Management Services has been described more specifically in the new PWS. These services have been performed and are currently performed as part the Non-clinical Case Management Service contract requirements.

Q24: Are any of the current case managers licensed practical nurse, if so how many?

A24: That is proprietary information of the incumbent contractor.

Q25: Are any of the current case managers licensed social worker, if so how many?

A25: That is proprietary information of the incumbent contractor.

Q26: What licensure does the customer prefer for the case management team?

A26: Professional licensures are not required for the Case Management team. The preferred education/licensures would be BSN / RN / LCSW.

Q27: Is the vendor expected to provide medical records personnel?

A27: Yes, medical records personnel/Care Coordinators will be provided for the Medical Records Administration Services (PWS ref. 1.2.3).

Q28: Are medical records located at one location?

A28: Yes, medical records are located at the 2302 Militia Drive, Jefferson City MO 65101 location.

Q29: Is the medical records keeping outsourced separately?

A29: No, Medical Records Administration Services are included in this contract requirement (PWS paragraphs 1.2.3 and 5.3).

Q30: What is the current case loads of each case manager?

A30: Please reference the PWS Technical Exhibit 3--Estimated Workload Data. The contractor, rather than the government, is responsible for managing case loads assigned to each Case Manager.

Q31: Do care coordinators scan into HRR? If so, how many civilians are currently doing this?

A31: Yes, reviewing and submitting medical documentation into Health Readiness Record (HRR) is included in this contract requirement. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). The government has estimated the contractor manpower needed and will use that estimate when evaluating each proposal.

Q32: How many behavioral health personnel are in place? Are there any vacant positions in the Behavioral Health management?

A32: Currently, each of the Case Managers function in non-clinical case management and behavioral health case management. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). Information regarding vacancies is proprietary to the incumbent contractor.

Q33: Is the BHS services to be located at Jefferson City JFHQ or are they setup at different armories throughout the state? If so, what locations are we to hire anticipate personnel?

A33: All Medical Case Management, Behavioral Health Case Management, and Medical Record Administration contracted personnel have the place of performance at Jefferson City MO.

Q34: Is the work flow with the current amount of personnel working effective and efficient?

A34: That is proprietary information between the incumbent contractor and the Government.

Q35: What is the current case load of the dental personnel?

A35: As per Part 5 of the PWS, Case Managers have functions in dental readiness. Dental case management workload is built in to the PWS Technical Exhibit 3--Estimated Workload Data.

Q36: How many contracted personnel are at each location?

A36: All Non-clinical Medical Case Management, Behavioral Health Case Management, and Medical Record Administration contracted personnel have the place of performance at Jefferson City MO. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3).

Q37: How many office spaces are available with computers and scanners for contracted personnel?

A37: There are desks, computers, and scanners for the appropriate number of Care Coordinators and Case Managers. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3).

Q38: What medical licensure should the administrative assistants have acquired?

A38: There is no licensure requirement for administrative assistants/Care Coordinators.

Q39: What is the total annual hours for each personnel?

A39: This is a determination of the contractor based on the required workload.

Q40: What is the average tenure of each current personnel? Lead Case Managers ______ Case Managers ______ Care Coordinators ______ Behavioral Health LCSW ______ Medical Records ______ A40: That is proprietary information of the incumbent contractor.

Q41: Are there currently any of the following vacant, filled, or not needed?

______Lead Case Manager ______RN Case Manager ______LCSW Case Managers ______Administrative Assistant / Care Coordinator ______Medical Record Custodian / Care Coordinator ______Health Benefits Advisor ______LOD Coordinator ______Medical Board Review Coordinator ______Credentialing Coordinator ______Dental Case Manager

A41: Information regarding vacancies is proprietary to the incumbent contractor. The indications provided below are whether or not the function is applicable to this contract requirement.

__Applicable_____Lead Case Manager __Applicable_____RN Case Manager __Applicable_____LCSW Case Managers __Applicable_____Administrative Assistant / Care Coordinator __Applicable_____Medical Record Custodian / Care Coordinator __N/A_____Health Benefits Advisor __N/A_____LOD Coordinator __N/A_____Medical Board Review Coordinator __N/A_____Credentialing Coordinator __ Applicable ____Dental Case Manager

Q42: Subfactor A requires an Org Chart for evaluation. The PWS did not describe or show how the Missouri National Guard is currently organized with contractor support for the services described in the PWS. Can the Government please provide the current organizational structure or chart to level the playing field for all offerors? Without this information, the incumbent has an unfair advantage for this subfactor.

A42: This Non-Clinical Medical Support Services contract requirement supports the Missouri Army National Guard (MO ARNG) State Surgeon’s Office. The organizational chart requested is within the Management Plan (Technical volume) of the proposed offeror. The organizational chart of the incumbent contractor is proprietary information.

Q43: How many Medical Case Managers and Medical Care Coordinators are required as key personnel on the new contract? Recognizing that the SCA applies to this contract, what SCA Labor Categories are deemed acceptable to the Government?

A43: The Government considers the lead Case Manager and on-site supervisor to be key personnel on this contract. The Government also considers the point of contact for this contract within the company's management team to be key personnel. The Government has not stated specific labor categories for the positions on this contract. The Combined Synopsis/Solicitation requests offerors to provide a staffing plan as part of their Technical proposal, which includes the labor categories and number of personnel proposed. The Price proposal should also state the labor categories traceable to the tasks in the PWS, with hours and wages/rates.

Q44: How many Medical Case Managers and Medical Care Coordinators are currently used in the final option period of the incumbent contractor?

A44: That is proprietary information of the incumbent contractor. Each offeror should propose how they plan to meet the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). The Government has estimated the contractor manpower needed and will use that estimate when evaluating each proposal.

Q45: Are multiple offers from offerors acceptable?

A45: Yes, it is acceptable for offerors to submit multiple offers. Each offer submitted will be evaluated separately.

Q46: Please confirm that the start date for Base Period CLINS is December 12, 2021. If not this date, what start date should offerors plan for?

A46: Yes, the start date for the base period CLINs will be 12 December 2021.

Q47: The PWS notes that weekend support will be required occasionally. Over the past year, how often has this occurred? Did work involve required support on both Saturday and Sunday?

A47: There are estimated to be approximately 28 Medical Readiness Events (MRE) annually, which are typically held on drill weekends. One Case Manager and one Care Coordinator normally support each event. Case Managers and Care Coordinators may be required to travel to support Soldier Readiness Program (SRP) events on weekends around the state of Missouri. Travel requirements are estimated to vary between four (4) to ten (10) SRP events per year. Travel may also be required to assist with mobilization and de-mobilization operations for MO ARNG personnel at out-of-state mobilization stations.

Q48: Please confirm if 3 or 4 volumes are needed. There is conflicting data within the solicitation.

A48: Proposals are requested to include four volumes: Technical, Past Performance, Pricing, and Representations & Certifications.

Q49: On page 50, please confirm you want email addresses and phone numbers of key employees included within the submission document.

A49: Yes, please include the email address(es) and phone number(s) of the key personnel who will be the point(s) of contact for this contract proposal submission.

Q50: On page 52 under Pricing Volume, what does, “The cost/price excel sheet shall contain a summary total and a final total for contract price” refer to? How do you want that represented? Can you provide a pricing sheet so that all Pricing information is uniform?

A50: Please interpret the quoted statement to mean that there should be Subtotals for various cost/price categories and a Grand Total for your contract price proposal. Offerors may use the attached Pricing Model Worksheet as part of their pricing proposal.

Q51: What is the name of the current incumbent and previous award number? Is it AIDE AND HEALTHCARE STAFFING SOLUTIONS, LLC-W912NS16C0001?

A51: Yes, that is correct.

Q52: Please clarify if commitment letters are a requirement and if so please state which class of employee is considered Key. Reference to --2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

A52: The quoted reference is from the Definitions section of the PWS. The government would consider the lead Case Manager and on-site supervisor to be key personnel on this contract. The government also would consider the point of contact for this contract within the company's management team to be key personnel. To the extent that key personnel are identified as part of the Management Plan in the Technical proposal, please include email addresses and phone numbers of key personnel. The commitments of key personnel may be written into the proposal’s Technical-Management Plan. The Combined Synopsis/Solicitation mentions letters of commitment for major subcontractors, but letters of commitment are not required from key personnel.

Q53: Regarding the WOSB set aside, will a pending status in SBA Dynamic Search be accepted?

A53: The Missouri Army National Guard contracting office will review the offerors’ Reps and Certs in SAM.GOV to determine whether the offeror meets the small business size standard for NAICS 561110 and the WOSB set-aside requirement.

Q54: What is the current mix of FTEs on the current incumbent contract for these services?

A54: That is proprietary information of the incumbent contractor. Each offer should propose how they plan to meet to the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). The government has estimated the contractor manpower needed and will use that estimate when evaluating each proposal.

Q55: As this is a recompete procurement for similar services, are there any material changes to the PWS that might result in a change to the planned level of effort (higher or lower) from the current incumbent contract?

A55: The new PWS makes clarifications regarding the specific Behavioral Health Case Management requirements, whereas the prior PWS included these requirements in the Non-Clinical Case Management Services description. The new PWS also provides more specifics related to the Medical Records Administration Services requirements. There are not material changes to the planned level of effort.

Q56: Which labor categories from the SCA Directory of Occupations are considered appropriate for each position on this contract?

A56: The Government has not stated specific labor categories for the positions on this contract. The Combined Synopsis/Solicitation requests offerors to provide a staffing plan as part of their Technical proposal, which includes the labor categories and number of personnel proposed. The Price proposal should also state the labor categories traceable to the tasks in the PWS, with hours and wages/rates.

Q57: Can the Government please provide the number of years that each of the incumbent contractor staff have been working in their positions on the current and prior incumbent contracts so that we can properly determine our pricing buildup in accordance with applicable laws?

A57: That is proprietary information of the incumbent contractor.

Q58: Will the Government allow the personal experience of the Contract Manager to count as a Past Performance reference?

A58: Yes, the government will consider the personal experience of the Contract Manager if submitted as a past performance reference.

Q59: Can the Government please confirm the SCA labor categories for the key personnel listed in PWS 5.1.1 (Medical Case Manager(s) and Care Coordinator(s))? How many key personnel are required?

A59: Each offer should propose how they plan to meet to the deliverables listed in the PWS based on the estimated workload found in (Technical Exhibit 3). The government has estimated the contractor manpower needed and will use that estimate when evaluating each proposal. The government considers the lead Case Manager and on-site supervisor to be key personnel on this contract. The government also considers the point of contact for this contract within the company's management team to be key personnel.

Q60: How is the assigned contractor’s staff aligned to support the Missouri Guard’s requirements currently? Are the Care Coordinators aligned to units or staff organizations in any way? This information was not provided in the PWS for the benefit of all prospective offerors.

A60: This Non-Clinical Medical Support Services contract requirement supports the Missouri Army National Guard (MO ARNG) State Surgeon’s Office. The contractor is responsible for providing day-to-day management of its employees to achieve the contract performance requirements.

Q61: Section 3 of past performance instructions references letters of consent and commitment from subcontractors. Will the Government allow these letters to be excluded from page count? May offerors address these requirement with one letter from each major subcontractor that satisfies the letter of consent and letter of commitment requirements?

A61: Letters of consent from subcontractors to allow disclosure of past performance information and letters of commitment from major subcontractors should be included within the 20 pages of the Past Performance volume. The consent and commitment may be combined into a single letter from each major subcontractor.

Q62: Is it possible to extend the due date by one week?

A62: The MOARNG will make a one-time extension of the proposal due date from 24 August 2021 to 31 August 2021 at 3:30 pm CDT.