PHA IDIQ RFI - Final_KO.docx

PHA IDIQ RFI’S

1. Are events held all year long- 5-year BPS but does not state frequency of need.

Answer: Yes. Generally, we have one event per month (sometimes two) but it is usually scattered throughout the year. Events are usually 3-days long and run Fri-Sun. That said, events could happen during the week. For TY ’27, we have a total of X events tentatively scheduled for:

· 13-15 November 20267

· 29-31 January 2027

· 19-21 February 2027

· 12-14 March 2027

· 16-18 or 2-4 April 2027 (Final Dates Pending)

All of these dates are subject to change. The schedule is determined annually so we would be able to provide projected dates approximately 12 months out after the initial task order is accepted.

2. Personnel is to be on NYARNG sites? One part of the RFQ states responsible for locating clinics and the other part says accountable to admin with no provider needs. Based upon initial discussion admin only or are we doing physical exams and mental evaluations?

If we need to be on your sites, it would be important to have some idea of a schedule.

Answer: See answer above. This is a projected schedule and not 100% confirmed dates. Dates are locked in 120-days out. That said, we are asking for providers to complete the in-person portion of the PHA and MHA. We are also asking for the administrative support staff to process documents and update the individual Soldier IMR at the event. There is no physical examination, its more of an occupational health screening using the current PHA and MHA as listed in the PWS – if you are unfamiliar with the PHA and MHA I recommend you conduct additional research on the requirement before submitting a quote on this contract.

3. Will the Government please confirm that the technical factors shall be submitted as a separate volume from the pricing volume, and that pricing is therefore excluded from the 25-page limitation?

Answer: Confirm

4. Will the Government please confirm administrative documents (standard forms, representations and certifications, etc.) shall be submitted in the pricing volume?

Answer: Confirm

5. Will the Government please confirm the proposal cover, title page, and TOC are excluded from the overall page count?

Answer: Confirm

6. Special requirements document states: The Prime Contractor and all of its subcontractors will be required to wear orange or lime colored safety vests while performing work on the installation.

Can the Government confirm the requirement of this clause for providing event services and staffing working indoors?

Answer: No requirement to wear orange or lime colored safety vests, removed from Special IDIQ requirements.

7. Is it the Government’s intent to have all services whether performed by the contractor or data entry of ancillary services (vision, immunizations, labs) entered real time or is there a post event timeframe that is acceptable?

Answer: We prefer real-time but it can be updated after the event as long as it is updated within 72 hours

8. Is scanning and HRR entry a requirement of the Contractor for data entry only services (Vision, EKG, immunizations, and labs)? If so, what is the timeline allowance for completion?

Answer: No – HRR scanning is not required. The Government has an existing contractor who completes HRR scanning after the event. The requirement is for the contractor to update the data in MEDPROS or appropriate digital system. We do the scanning ourselves after the event.

9. Can the Government confirm if EKGs will be required at the event or is the cardiac risk profile in lieu of an EKG? If yes, will it be the contractor’s responsibility to perform them?

Answer: It is not in lieu of the EKG. An EKG is required for all SMs over 40 years old every 5 years. We perform both at the event. We perform the EKG – contractor completes the cardiac risk factor calculation and reviews the CVRC calculation result with the individual when the close out the PHA.

10. Can the government confirm Defense Occupational and Environmental health Readiness System (DOEHRS) training is needed for the providers? Is the contractor expected to enter DOEHRS information upon completion?

Answer: DOEHRS training is no longer required.

11. Would the Government consider a separate Cost Reimbursable CLIN for Travel?

Answer: Yes- added to RFQ, unpriced and would be funded per task order.

12. Can the Government clarify if vision and hearing screening equipment, phlebotomy supplies, centrifuge, and specimen handling materials are required to be furnished by the contractor even though it states they are not performing the service?

Answer: To clarify, the contractor is not required to complete vision, hearing screenings, any labs including vaccinations or blood draws, or handle specimens. This was a generic clause which should have been amended. The primary task is the PHA and MHA with administrative support to update the Soldiers’ IMR.

13. Can the Government clarify if rapid testing for cholesterol findings is being performed by the contractor? Can the Government clarify the contractor provides the rapid testing/point-of-care testing device?

Answer: The government performs cholesterol rapid testing and documents it on the SF600 which then is used to assist with CVRC calculation which is completed by the contractor.

14. Can the Government clarify if the Contractor is responsible for shipping labs upon completion of the event? Also, can the Government clarify that we need to utilize our lab vendor to complete lab testing?

Answer: Contractor is not responsible for shipping drawing or shipping any lab specimens.

15. Can the Government confirm that the contractor is not responsible for cold chain management for vaccines to include provision of refrigeration?

Answer: Confirm.

16. Can the Government clarify the statement in section 5.5.2 referring to section 5.7.1? 5.7.1 does not exist.

Answer: This was a typo. This was intended to reference section 5.5.1.

17. Will the Government consider amending Solicitation SF-1449 Box 10 to assign NAICS 621498 (or 621999) to better reflect the full operational scope of the PWS, align with standard DoD medical readiness procurements, and expand competitive small business participation?

Answer: The Government will retain NAICS 621112.

18. Please confirm that the Government will evaluate and credit the corporate past performance of a proposed first-tier clinical subcontractor or affiliate entity as 'Relevant' under Factor 5, provided the proposal clearly substantiates the subcontractor's meaningful performance role (such as providing clinical providers, training curricula, and quality oversight) in compliance with the limitation on subcontracting rules (FAR 52.219-14)?

Answer: Confirm.

19. Please confirm that the reference to "Dental Examination Experience" in Factor 5 is a clerical artifact, and that relevant past performance encompasses medical readiness, PHA/MHA mass events, and military Soldier Readiness Processing (SRP).

Answer: This is updated to read Experience: PHA/MHA mass events, and military Soldier Readiness Processing (SRP).

20. Please confirm that Tier 2 is intended to represent events with fewer than 150 PAX (<150) as defined in PWS Technical Exhibit 1 and provide guidance on whether offerors should submit a single evaluated unit price for row 14 (2,700 exams) based on a weighted average or the 150–300 PAX rate.

Answer: This is updated to read fewer than 150 PAX (<150).

21. How will the Government calculate the Total Evaluated Price for the 2,700 annual evaluation baseline? Will it be based on the 150–300 PAX unit price, or will offerors enter a composite unit price in Row 14?

Answer: This is updated 150-300 PAX unit price X Estimated 2000 PAX and < 150 PAX unit price X 700 estimated PAX.

22. Please confirm that the 95% completion standard applies only to Soldiers who actively check in at Station 1 and are presented to the contractor during the scheduled event hours, and that contractor compensation is not penalized for Soldiers scheduled on the initial military roster who fail to show up (military "no-shows").

Answer: Confirm. Any penalty is based on Soldiers who check-in to the event. We will also not penalize the contractor if a Soldier leaves mid-event for any reason un-related to the contractors performance.

23. Will the Government provide on-site internet connectivity (Wi-Fi or hardwired network drops) at Camp Smith, Latham JFHQ, and regional armories to allow contractor laptops to securely access MEDPROS/MODS, or is the contractor required to provide dedicated cellular Wi-Fi hotspots?

Answer: Point of clarification – the government will allow the contracted providers to use existing computer workstations but will not issue computers directly to the contractor. These will allow the contracted providers to CAC in on a government computer temporarily while they perform work under this contract to ensure there are no network access issues. The government may permit administrative staff to access existing work stations on an as-needed basis as well on request.

The government will provide on-site internet connectivity through existing IT infrastructure for military computers only. If the contractor runs computers which are not compatible with a military network they will need to provide their own wifi hotspot etc.

For systems access, the government will issue the necessary access or provisional authorizations while full TASS CAC processing is underway to the extent permitted. For any contractor employee not already possessing a CAC, the government will facilitate an expedited processing timeline.

24. Will the Government issue interim access or provisional authorizations for contracted medical personnel while full TASS CAC processing is underway, ensuring no disruption to initial task order execution?

Answer: See answer above.

25. Will the Government remove FAR 52.246-4 Inspection of Services-Fixed-Price from the solicitation because it is for non-commercial services?

Answer: The Government will keep FAR 52.246-4 as prescribed- The contracting officer shall insert the clause at 52.246-4, Inspection of Services-Fixed-Price, in solicitations and contracts for services, or supplies that involve the furnishing of services, when a fixed-price contract is contemplated and the contract amount is expected to exceed the simplified acquisition threshold. The contracting officer may insert the clause in such solicitations and contracts when the contract amount is expected to be at or below the simplified acquisition threshold and inclusion is in the Government’s interest.