Amendment 01 Case Msgt.pdf

0011750025

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to add the answ ers to questions previouly posted to w w w .sam.gov except the addition of one more question no 76 added w hich w as not previously answ ered. Also, to make a minor change to the Performance Work Statement to paragraph 1.4.1.2 Telew ork only.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 48

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 14-Nov-2022

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912PQ23Q0004

X 9B. DATED (SEE ITEM 11)

04-Nov-2022

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

14-Nov-2022

CODE

USPFO NY PURCHASING & CONTRACTING

330 OLD NISKAYUNA ROAD

LATHAM NY 12110-2224

W912PQ 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W912PQ23Q0004

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND ANSWERS

1. Will this be a new contract or is there a similar contract in place? Answer:

Previous contract W912PQ-18-C-0001, Date Awarded 26 Dec 2017, Contractor: T47 International Inc, 8a, and Total Award Amount:

$5,483,999.94.

2. If there is a current contract in place, are you able to share whom the current vendor is and what the current value of the contract is? Answer: Same as above already answered.

3. Are you able to share a breakdown of the total number of positions that are being requested by category and as a whole? The Solicitation consists of Lead Non- Clinical Case Manager, Medical Records Administrator, Non-Clinical Case Managers, Non-Clinical Dental Case Manager, and Non-Clinical Medical Support Assistants. We would like to request the total number of positions requested for more accurate pricing, if there will be more than one of each requested position?

Answer: This contract requires a minimum of 15 Full Time Equivalents.

Ensure you review the workload historical numbers.

4. Is there any other Contractor-Related Equipment that needs to be included in the

Cost Assumptions (Computer, Cellphone, Travel, etc.) Answer: No

5. Can the government please provide the number of personnel and their associated place of performance? Answer: See question 3. Watervliet, NY

6. To ensure fair and equitable pricing and compliance with DOL regulations, can the government please provide the current FTE count and their respective anniversary dates? Answer: 15 FTE is the minimum requirement. The government doesn't maintain contractor employee information.

7. Regarding Proposal Structure: The quote instructions outline that there is a 10-page limit for proposals. Can the government please clarify if this is 10 pages total for Factors 1 and 2, OR 10 pages each for Factors 1 and 2 (20 pages total)?

Answer: Is 10 pages total. The Pricing on the signed solicitation document can be separate from the 10 pages. See FAR Clause 52-212-2 in the solicitation for instructions.

8. Regarding Quote Due Date: Would the government consider extending the deadline to November 22, 2022? Answer: No

9. Regarding Required Personnel: Would the government please clarify if there are any Key Personnel required to bid? If so, can the government please provide the minimum requirements, including if the bid personnel are expected to start day1. Answer: Please refer to the Performance Work Statement for information on requirements. See answer to Question 3. We would hope they would start on day 1 but depending on the day of award of contract we would take that into consideration.

10. Regarding Staffing: Can the government please provide the current incumbent staff roster? Answer: No, we do not maintain this information.

11. “Factor 1 - Performance: The offeror shall be responsible for ensuring their quote fully outlines the capability to adhere to the specifications listed in the Performance Work Statement (PWS). The offeror shall discuss their proposed process and procedures to plan and perform the work required to achieve all of the tasks specified in paragraph 5 of the PWS. The offeror should not simply rephrase or restate the Governments requirement”. Are we to include past performance in Factor 1 and our company technical Capability? Answer: We are not explicitly requesting that information but if its relevant to your response to any of the Factors then that is, your companies' decision to include or not.

12. “Factor 3- Price: We will evaluate your price for fairness and reasonableness in accordance with FAR 13.106-3(a)” Do we submit a separate sheet detailing the pricing or do we submit pricing with Section SF 1449 - CONTINUATION SHEET- Answer: Instructions for submitting your pricing is included on page 33 of 133 of solicitation, in FAR Clause 52-212-2- Submitting a separate sheet detailing of the pricing is not a mandatory requirement.

13. Can the government please provide the instructions and guidance to the desired contents within the proposal volumes (ie Technical Approach, Past Performance, Resumes, page limits, etc) ? Answer: No volumes are requested.

Instructions on submitting your quotes is included on page 33 of 133 of the solicitation. Your quote should address the Factors 1, 2 and Factor 3 will be cost information submitted per instructions.

14. Can the government please provide information on the desired level of effort for staffing or historical data? Answer: Previously answered. Workload historical information is included in the PWS.

15. How many Medical Support Assistants and Medical Record Administrators are needed and are they needed to be a full time employee? Answer: It is up to the vendor to make the decision on the appropriate labor mix in order to accomplish the tasks in the PWS and complete estimated workload. All contractor employees are Full time.

16. Is there one full-time employee each needed for the Lead Case Manager, Case Management, and Dental Case Manager for a total of three case managers?

Answer: The vendor will need to decide the labor mix based on the PWS tasks and in order to complete the estimated workload.

17. Are these positions currently mapped to a particular Labor Category within the Service Contracts Act (SCA)- Answer: No, the contractor is responsible to classify their employees correctly and in accordance with Wage Determination No.: 2015-4143 as solicited. With inquiries about Service Contract Act policies, wage rates and/or benefits, please visit https://www.dol.gov/general/contact

18. Pending the proposal instructions to be provided by the government, will the government please provide an extension after these answers are provided?

Answer: No, the instructions have been provided to the vendors in the solicitation. Page 33 of 133 of solicitation.

19. Who is the current incumbent contractor for this effort? Answer: This has been previously answered.

20. Which occupational codes on the wage determination attachment are currently being used for the different positions? Answer: This questions has been answered previously.

21. What is the current makeup of the non-clinical case management team (how many nurses, how many medical support assistants, medical records personnel...etc)? Answer: This question has been answered previously. The labor mix is a decision of the vendor as required by the Performance Work Statement.

22. Because this is an SCA contract can the government provide the length of service for each incumbent employee? Answer: No. The government doesn't have this information.

23. Is the contract currently adequately staffed? Answer: Yes

24. Are there any current vacancies? Answer: No

25. Are all positions/labor categories for this solicitation SCA positions? If not, please describe the breakdown of each. Answer: Yes

26. On page 55 of the solicitation, 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES, the position of “Nurse Case Manager” is provided, along with a GS scale level and wage range.

Are we to assume the case manager position is a Professional position and therefore not SCA? Answer: No

27. The “Fringe Benefits” for the “Nurse Case Manager” do not include personal or sick time off. Was this accidentally omitted or is sick leave not a requirement for this position? Answer: 52-222-42 “THIS STATEMENT IS FOR INFORMATION ONLY: IT IS NOT A WAGE DETERMINATION”. You must pay your employee in accordance with the Wage Determination attached in the solicitation.

28. The solicitation states “Offeror’s Price submission shall be entered on Labor CLINs, 0001, 1001, 1002, 1003, and 1004 on the solicitation, by returning a signed SF1449 with entries for each labor CLIN”. Question: Should Offerors include the SF1449 in the same volume as Performance and Staffing, or submit a separate pricing volume with the CLIN entries? Answer: Separate is fine

29. The solicitation states “Offeror’s Price submission shall be entered on Labor CLINs, 0001, 1001, 1002, 1003, and 1004 on the solicitation, by returning a signed SF1449 with entries for each labor CLIN”. Question: Is the pricing submission excluded from page count (10 pages)? Answer: No Corrected to read Yes. excluded.

30. The solicitation states “(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information)”.

Question: Please confirm there is no past performance requirement for this solicitation. Answer: No, We are not explicitly requesting that information but if its relevant to your response to any of the Factors then that is, your companies' decision to include or not.

31. The solicitation states “Factor 2 - Staffing: Staffing plan that clearly identifies the labor mix, identifies the replacement strategy, backup policy, retention policy and any other information pertinent to the execution of this contract”. Question:

Please provide the current LOE/FTE performing this work. Answer: 15 FTEs

32. The solicitation states “with searchable features in the technical quote submission”. Question: Is there are preferred format for document submission, i.e. PDF vs. MS Word Doc? Answer: No preference.

33. The solicitation states “Quotes shall be submitted with a maximum size of 10 pages”.Question: Please confirm the pricing, TOC, Reps and Certs, SF1449 etc are excluded from page count. Answer: Yes

34. The solicitation states “(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212- 3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments”;

Question: Would the government like a separate business volume submission for this information, or should it be included in the Performance and Staffing Volume?

Answer: Copy of Cert and Rep is only applicable if you have changes to your electronic version in www.sam.gov that will not be updated by the time of the submission of your quote. Acknowledgement of each Amendment by returning a signed copy. Both of these will not count towards your submission of Factor information required in 52-212-2.

35. Does the 10 page maximum limit include Cover Page, Table of Contents, Signed

SF 1449, Reps and Certs, and SF 1449 Continuation Sheets? Answer: No

a. Please clarify the following information provided in Technical Exhibit 3:

b. Line Item 1 – Are the quantities in parentheses (480) after CM Solder

Screening, Med Records Review and Dental Compliance Review representative of the number of actions at each week or are they the annual quantity of actions representing approximately 10 actions each per week? Answer: Estimated Annually

36. Line Item 2 – Are the quantities in parentheses (100) after CM Solder Screening, Med Records Review and Dental Compliance Review representative of the number of actions at each of the four (4) events or are they the annual quantity of actions for the four (4) events, an average of 25? Answer: For Each Event

37. In order to properly calculate the staffing and subsequent pricing required to support this opportunity, additional information is required. Question – Can the government please provide estimated time durations required to complete the tasks listed in the Estimated Workload Data – Item 3, specifically what is the estimated average time (minutes/hours) required to complete each CM Solder Screening, a Med Records Review and a Dental Compliance Review individually? Answer: About 30-40 min/soldier

38. In order to properly calculate the staffing and subsequent pricing required to support this opportunity, additional information is required. Question – Can the government please provided estimated time durations required to complete the tasks listed in the Estimated Workload Data – Item 5 - 7, specifically what is the estimated average time (minutes/hours) required to complete each CM Continued MR Soldier Outreach to include Medical Boards, Dental Continued Soldier Outreach and Records Requests/New Soldiers/CM Generated Documents/Continued Support/Event Preparation? Answer: If you include event preparation = 1hr/soldier

39. On average, how many cases are assigned to a Case Manager annually?

Answer: 1,500 -2,000/ per Case Manager/ year

39. Would NYARNG please provide the current contract listings by position with anniversary dates? Answer: This question has been answered previously

40. For SCA positions, would NYARNG please provide the equivalent SCA Occupational Title / Code? Answer: No, its the vendors decision on which category is the best fit in correspondence with the duties.

41. Has the contract significantly changed in scope from the incumbent's current contract? Answer: No

42. Basis for Award (d), p.33: The solicitation states, "Quotes shall be submitted with a maximum size of 10 pages." Are the cover page, table of contents, transmittal letters, and offeror's price submission included in the limit of 10 pages? Answer:

No

43. Section 2.1.4, p. 111: There are no key personnel identified for this solicitation.

Are resumes and letters of commitment required in the solicitation. If so, for which positions? And are these within the maximum size of 10 pages? Answer:

No

44. Basis for Award, p.32: The solicitation states, "Prospective offerors, in order to qualify as sources for this acquisition, must be able to demonstrate that they meet standards of responsibility set forth in FAR 9.104".

a. If a small-business apparent awardee is determined by the CO to be non-responsible during source selection, will they eliminated from the source selection, or will the procedures of FAR 19.602-1 be followed, with the CO withholding contract award, notifying the SBA, and asking for a Certificate of Competency (CoC) for the small business? Answer:

Yes, The procedures will be followed IAW with FAR 19.602-1.

b. If a small-business apparent awardee may be determined by the CO to be non-responsible during source selection and eliminated from the source selection without giving the SBA an opportunity to provide a CoC, then can the Government explain how offerors must show responsibility in their proposals? And please indicate whether such a proof/demonstration of responsibility in offeror's proposal must be also within the maximum size of 10 pages? Answer: SBA will be notified, and a COC will be required.

45. 52.222-42, p. 55: The solicitation states, "this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332. ... Nurse Case Manager, GS-09- 0610-..." Answer: This is informational only and not a Wage Determination. Please use the Wage Determination.

a. Can the Government provide the SCA job title that "Nurse Case Manager" falls under? For example, it is not clear from "GS-09- 0610-", whether the Nurse Case Manager is an SCA 24550 Case Manager?

Answer: No, Previously answered.

b. Or if it is one of 12311 Registered Nurse I, 12312 Registered Nurse II, 12313 Registered Nurse II Specialist, 12314 Registered Nurse III, or a 12316 Registered Nurse IV. Answer: It is up to the vendor to decide which classification in the Wage Determination

c. Can the Government provide a job description for the service employee position of Nurse Case Manager? Answer: All the information on job description for this requirement is included in the Performance Work Statement, enclosed within the solicitation.

d. Are either the Medical Support Assistant (5.1.1 & 5.1.3, p. 114), Medical

Records Administrator (5.1.2 & 5.1.3, p. 114) also service employees? If so, can the Government provide the SCA job title that each of these positions falls under? Answer: All positions fall under the SCA. The government will not provide the job titles this is the vendor decision.

46. Are any staff of the incumbent under SCA Wage Determination? Answer: Yes, all of them

a. If so, can Government provide effective dates of hire for any such staff so offerors are aware of how much annual vacation they each have, as the successor will have to maintain the same number of annual vacation days if they onboard those incumbent staff? Answer, No previously answered.

47. Will there be a transition-in period between the incumbent and the successor?

Answer: No, no overlap

a. If so, how long is this transition period, or what date will it end?

b. Please confirm the if there is a transition period, the incumbent will formally be responsible for performance during that period?

48. 5.1, pp. 114-115: Please confirm that offeror must propose a minimum of 5 staff.

Answer: No the offeror must propose a minimum of 15 FTE

a. Please confirm that all of the following positions are separate positions, which must each be filled with at least one full-time (40 hours per week) staff member: Medical Support Assistant (5.1.1 & 5.1.3), Medical Records Administrator (5.1.2 & 5.1.3), Case Management position (5.1.4), Lead Case Manager (5.1.5), and Dental Case Manager (5.1.6).

Answer: Yes

b. Is it sufficient for an offeror to proposal one full-time Medical Support

Assistant (5.1.1 & 5.1.3)? If not, what is the minimum of this position required to be responsive/compliant? Answer: The vendor is responsible for deciding what labor mix will be sufficient for completing the Performance Work Statement. Minimum Staffing if 15 FTE for the whole requirement.

c. Is it sufficient for an offeror to proposal one full-time Medical Records

Administrator (5.1.2 & 5.1.3)? If not, what is the minimum of this position required to be responsive/compliant? Answer: Answered in 49b.

d. Is it sufficient for an offeror to proposal one full-time Case Management position (5.1.4)? If not, what is the minimum of this position required to be responsive/compliant? Answer: Answered in 49b

e. Is it sufficient for an offeror to proposal one full-time Dental Case

Manager (5.1.6)? If not, what is the minimum of this position required to be responsive/compliant? Answer: Answered in 49b

49. 1.4.1, p. 102: The solicitation states, "Teleworking is authorized." Answer: This may be authorized but they are currently NOT teleworking. This will be changed from "Teleworking is authorized" to "Teleworking may be authorized" in special circumstances" in the Performance Work Statement.

a. How much teleworking is authorized? For example, can contractor determine the amount of telework, or is there a maximum? Answer: No, contractor employees are not teleworking

b. To telework, the staff member needs a Government laptop computer.

However, Section 3.0, p. 113, does not specifically mention laptop computers. Will the Government provide laptop computers for all contractor staff on this contract? Answer: Yes but contractor employees are not teleworking

c. 3.2, p. 113 states, "Both the Government and contractor share this unit."

Are the Government staff in this unit/location also teleworking? How often during a typical week is this unit/location occupied with Government staff? (For example, typical number of days per week when Government staff are physically working in the unit/location?) Answer:

Contractors are working physically working at the NYARNG Surgeon Office in Watervliet NY

d. Are all files and documents reviewed and processed by the contractor staff in electronic form? If not, can the Government estimate the percentage of documentation in printed/paper records? Answer: Yes electronic and scanned.

e. Are paper records needed for contract performance stored onsite at the unit/location? If so, please describe what types of records are stored in hardcopy form at the unit/location. Answer: Hard copies of all medical records are keep in the records room area

50. 1.4.5.1, p. 104: Please confirm that all contractor staff will need a CAC card.

Answer: Yes

a. If so, so offerors may plan the transition, please provide an estimate of the amount of time it will typically take the Government to onboard contract staff member, with CAC, HSPD-12 Background Investigation, e- QIP, etc.

Answer: It depends but ,could be up to 30 days

b. Will the new contractor staff be allowed to perform any work on this contract during the transition period, before they are fully onboarded with CAC, Background Investigation, etc.? If so, please describe what a new contract staff member may do pending full onboarding? Answer: Yes.

51. We note that this procurement includes a Service Contract Act (SCA) Wage

Determination reference. Typically in such instances the Government will provide a list of the wage determination positions and labor categories and quantities in order to ensure both we as the contractor and the ARNG do not run afoul of Department of Labor (DOL) requirements to ensure we are meeting SCA requirements. Therefore we request that the ARNG provide a breakdown of historical labor (position roles, quantities, SCA alignments) for our planning purposes and to ensure DOL compliance.

Answer: No, its is the responsibility of the vendor to determine the labor categories in accordance with the SCA and Wage Determination.

54. 52.212-2 Addendum:

a. Does not reference past performance requirements. Please confirm there are no Past performance requirements or past performance record submission requirements. Answer: No, but may be included.

Previously addressed

b. Is this solicitation Best Value or LPTA? If Best Value, can the tradeoffs be broken down be shown. Answer: Lowest Price that meets all the Factors

c. Quote size indicated as 10 pages. Does this include pricing, proposal, and past performance (if added in 1a.) Answer: Includes the Factors but pricing can be separate

55. What is the contract number and company name for the previous contract?

Answer: Previous contract W912PQ-18-C-0001, Date Awarded 26 Dec 2017, Contractor: T47 International Inc, 8a, and Total Award Amount: $5,483,999.94.

56. Current amount of Case Managers, Medical Support Assistants and Medical Record Administrators? For retention and SCA Wage compliance, their tenure?

Answer: This question has been answered previously. Minimum of 15 FTE 58 Are there any positions that are vacant?

Answer: Not at this time

59 Is there a lead Case Manager already in place? Answer: YES

60. Is there a Lead (Custodian) of Medical Records? Answer: YES

61.Please confirm resumes are not requested for RFQ. Answer: No

62. 52.222-42 states expected classes of service employees, but only lists the nurse case manager. Can the government provide the job codes for the SCA Wage Determination. RN 2- 12312 vs RN 3- 12134 , Medical Records Clerk- 12160 vs Technician- 12190 and for the Medical Support Assistants should it be Administrative Assistant- 01020 or Medical Records Technician- 12190. Answer: No, previously answered.

63. Please confirm that projected start date is Sunday, 1January 2023, with contract work to start 2JAN2023. Answer: Yes

64. Technical Exhibit 3:

a Can the government provide how many medical cases are open on average at any time during the year?

Answer: Over 3,000 cases. This is dependent on deployments. Can be as high 3,500 -4,000

b. Can the government provide how many dental cases are open on average at any time during the year?

Answer: approximately 100 cases c, Can the government clarify “Dental Continued Soldier Outreach”? This number seems extremely high for open dental case. Or is that total per year?

Answer: 200/year d, Can the government clarify “CM Continued MR Soldier Outreach to include Medical Boards”? This number seems extremely high for open medical cases. Or is that total per year? Answer: See 12 a – answer 12 a includes boards.

65.What is the end-strength of the NYARNG or how many Soldiers were in the medical pipeline last FY? Answer: 10,700 soldiers

66. How many positions are currently filled? Would you consider this to be fully staffed, too many or not enough staff to complete the workload?, Answer: 15 positions - all filled. Yes fully staffed. This is the minimum

67. What are staffing requirements for PHA weekend support/events?

Answer: 6-7 personnel - depending on the size of the MRW/SRP.

68.. Is the Dental Case Manager contractor responsible for the planning and organizing of the dental van(s)? Answer: NO

69. Does NYARNG use third party dental van at PHA’s events? Answer: YES

70. On average, how many Soldiers are under that level of care for dental issues? Answer: 200 - 300

71.. Can you provide additional instructions? For example: Do you want a single combined Technical, Past Performance and Pricing Volume or some other structure? Answer: No additional instructions. One single document is fine

72. You provided a SCA WD. Can you provide the occupation codes that coincide with the positions? Answer: Previously answered.

73. Have any employees been working more than 8 years in their positions?

Answer: The government doesn't maintain this information.

74. . Is this contract covered by EO 13706? Answer: Yes

75. . If states' telework is permitted, are the employees currently teleworking or are they onsite? If onsite, which locations have employees?

This is a need to know for the SCA Answer: On site. Watervliet, NY

76. How many records on average are currently completed / day / week / employee, if possible.?

Answer: It is difficult to predict as records size, amount change dramatically based on mission requirements For example, deployments require a lot of work in this area.

On average, about four (4) records/ employee/ per week. This is due to the amount data collection on different databases, scanning and indexing.

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

FOR

Case Management Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform and provide Medical and Dental Non-clinical Case Management Support Services in support of Individual Medical Readiness (IMR). This contract consists of Lead Non-Clinical Case Manager, Medical Records Administrator, Non-Clinical Case Managers, Non-Clinical Dental Case Manager and Non-Clinical Medical Support Assistants. These requirements are designed to be flexible, responsive, and meets the ever-evolving needs of the government. Department of Defense Instructions (DoDI) 6025.19 establishes aggressive quarterly and annual metric goals for the separate Individual Medical Readiness (IMR) elements and for the overall IMR category of Fully Medically Ready (FMR) soldiers. The ultimate goals are to produce real-time reports based on complete, accurate data. The minimum goal for overall medical readiness is more than 90% of Service members FMR, with the ideal goal being 100%. The New York Army National Guard (NYARNG) Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services. The Medical Records Administrator will have responsibility implementing administrative decisions directly affecting the care of medical records programs. The Medical Support Assistants shall assemble, analyze, code, abstract, report, maintain, and extract medical records information. All are responsible to ensure the proper management of medical records for all NYARNG Soldiers and compliance with regulatory requirements as defined in this PWS.

This PWS reflects existing National Guard Bureau policies and regulations.

1.2 Background: The Department of Defense (DoD) TRICARE Management Activity (TMA) values all staff involved in the delivery of high-quality care to service members.

In 2009, a Medical Management Guide was issued by the Office of the Assistant Secretary of Defense for Health Affairs and TMA, Office of the Chief Medical Officer Population Health and Medical Management Division. The Guide covers the components of a Medical Management program, including applicable principles, implementation concepts, processes, and tools/databases for Utilization Management, Case Management, and Disease Management. It complements the 2001 DoD Population Health Improvement Plan and Guide published by TMA and the Government Printing Office http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf.

http://www.tricare.mil/ocmo/download/mhs_phi_guide.pdf

Under legislative mandates, the Office of the Assistant Secretary of Defense for Health Affairs submitted an annual report to Congress regarding healthcare delivery for Military Health System (MHS) beneficiaries. The 2009 report documented the MHS goal to providing high-quality care, improving performance through clinical and process outcomes, and increasing patients' confidence in the care they receive. The Guide describes crucial components of Medical Management within the MHS, including the link between Medical Management and population health and the dynamics between Utilization Management, Case Management and Disease Management in helping reduce unnecessary or inappropriate services and/or duplication of services. In the military setting, Case Management targets Active Duty Service Members and beneficiaries with complex, multi-system healthcare needs who require care coordination or case management services. Originally, Case Management almost exclusively targeted in-patients with catastrophic illnesses or injuries. However, a number of developments have served to change that strategy;

notably:

- The emergence of the National Committee for Quality Assurance:

http://www.ncqa.orgorg/.

- The development of accreditation standards by the Utilization Review Accreditation Commission: http://www.urac.org.

While Case Management continues to focus on catastrophic illness or injury, Case Management practices are also intensely directed at addressing chronic conditions that are more prevalent in the general patient population. Case managers can affect patient outcomes through proactive interventions across multiple healthcare settings.

Additionally, case managers are expected to engage community resources and facilitate ongoing and consistent patient education.

The MHS has three primary goals for Case Management:

- Improve the care, management, and transition of recovering Service members.

- Broaden the application of CM to include those with complex and at-risk needs before the Soldier requires complex care.

Evaluate the impact of case management on the quality of military health care. The Army National Guard, recognizing the importance of Medical Readiness after several years of combat deployments, implemented the Case Manager Support Contract in August 2005 as a time and materials contract, not Firm Fixed Price (FFP) and Performance Statement of Work-based. Over the past year, ARNG readiness has continued to increase to over 90%. New York has over 10,500 Soldiers which require both hard copy medical record maintenance along with ongoing requirements to scan, batch, index and maintain compliance within Solider Treatment Records (STR) which requires numerous services every day to include scanning of electronic medical documentation, providing complete medical records to appropriate Agency’s when required and the preparation of the treatment record for deploying Soldiers. In order for the Veterans Administration (VA) to process a Soldier's claim, the VA must receive the Soldier's complete medical history in a timely manner. Determination by the VA, regarding the severity of the disability, is based on the evidence submitted as part of the claim and the documents contained in the Soldier's STR. NYARNG Medical Command Records Section processes 2,500 requests per year. Pursuant to Personnel

Policy Operational Message (PPOM) #16-017, dated 31 May 2016, the Office of the State Surgeon has http://www.ncqa.orgorg/ http://www.urac.org/ the overall responsibility to verify and validate that the STR has been uploaded properly into HRR (Health Readiness Record). MEDCOM also process over 10,000 Soldiers per year at Medical Readiness Events (MRE). The medical documentation from these events must be properly uploaded into HRR in support of

PPMO #16-017.

The STR’s are a compilation of medical and dental history; physical examination and laboratory results; medications prescribed; diagnoses and prognoses; results of treatment and procedures undergone; allergies and other risk factors; disabilities and limitations. A complete Treatment record is an important part of NYARNG Medical Readiness. In addition to the medical records requirements, case management support is needed to manage approximately 1128 open cases, as well as 833 deployment/tracking cases, 5 0 + referrals in eCase, 447 temporary, 1100 permanent profiles in eProfile and over 90 active MEB/PEBs (Military Evaluation Board/Physical Evaluation Board). Continued utilization of medical case managers is essential to maintaining established medical readiness goals for the ARNG.

1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of 12 months and ___4___ 12-month option periods.

1.4 General Information

1.4.1 Place and Performance of Services: The contractor shall provide primary services between the hours of 0700-1700 local time Monday-Friday. During scheduled Medical Readiness events, the contractor shall provide services between the hours of 0700- 1900 Friday-Sunday. Contractor services will never exceed a 40-hour work week.

Performance shall primarily be at 1 Buffington St, Watervliet NY 12189, BLDG 25, Suite

336. The contractor shall, at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is authorized.

1.4.1.1 Place and Performance of Services: National Guard Locations in New York by Medical Readiness Schedule. Locations include: Camp Smith, Cortlandt; Utica Armory;

Rochester Armory; Ft. Drum; Niagara Fall Air Reserve Station.

1.4.1.2 Telework: The Government may permit the contractor to telework in support of this requirement in special circumstances. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted 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.

1.4.1.3 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.4 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) no later than 30 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple non DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management.

Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2 or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at Attachment TBD at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below.

Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: MEDCOM ADMIN NCO SSG Rizzuto, Andrew, Email:

andrew.j.rizzuto.mil@army.mil Phone: (518)270-1524

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://tass.dmdc.osd.mil/tass/. The contractor’s

FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator:

http://www.dmdc.osd.mil/rsl/).

b. Rejection.* The Government, in separate correspondence, will provide reason(s) for rejection.

mailto:andrew.j.rizzuto.mil@army.mil

c. Return. Additional information or correction to the application required by the contractor employee.

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 Contractor personnel shall obtain a CAC from the nearest Real Time Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF). At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by Social Security Number (SSN) and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification". Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID.

The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.5 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Anti-Terrorism Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar…