Corrected Question 29. only Questions and Answers Case Mgt.docx

Questions and Answers - Case Management W912PQ-23-Q-0004

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