Q and A v1 through 20200506 Solicitation W912SV20R0001.pdf

Non-clinical Case Management Services and Provider Credentialing Services Solicitation: W912SV20R0001

Government Responses to Questions as of: 6 May 2020

IMPORTANT INFORMATION: This document serves as a running tally of questions received from industry regarding Non-clinical Case Management Services and Provider Credentialing Services Solicitation #W912SV20R0001, and the Government responses.

These answers are provided here on a non-attribution basis. Questions received after the stated response date in the solicitation may not be accepted, however, the contracting officer reserves the right to address received after that date if deemed in the best interest of the Government.

Responses highlighted in yellow indicate a change from the previous Q&A, if any.

Q1: Who is the current incumbent awardee? What is the contract #?

A1: The incumbent is the Windwalker Group, LLC and the current contract number is

W912SV-19-P-0019.

Q2: Was the credentialing manager service portion included in the incumbent contract?

A2: No.

Q3: Please list tenure for current personnel under the incumbent contract.

A3: Range of tenure is 2-7 years.

Q4: Place of performance is listed as multiple locations, is the team split amongst locations or do they all work in one location, apart from PHAs, SRP events?

A4: See Solicitation Amendment 0001 Attachment 1 – PWS Para 1.4.4.

Q5: Is FAR 52.222-17 or executive order 13495 applicable to this solicitation?

A5: FAR Clause 52.222-17 is present in the solicitation on page 13.

Q6: Is the contractor to cover licensure and continuing education or is that to be paid at separately by the government?

A6: The Contractor or employee would be responsible for any CME requirements and licensure, not the government.

Q7: How many cases does each case manager currently oversee?

A7: An individual nurse case manager averages approximately 15 cases/day, and each coordinator around 20/day. That said, it’s incredibly difficult to quantify as each case can vary on the spectrum of complexity. One case may take 30 minutes, and others span the course of weeks to months as case managers manage solider injuries/illnesses from inception to close-out. We have roughly 4800 to manage in MA.

Q8: How many medical records are processed weekly, and are personnel under this contract required to maintain all STRs?

A8: Yes, average 10-15 records per week.

Q9: Are case management personnel required to work on drill weekends? If so, how often? 1 weekend per month?

A9: See Solicitation Amendment 0001 Attachment 1 – PWS Para 1.4.4.

Q10: Is there a need for dental case managers? If so, how many personnel are required to manage the dental cases? What is the average amount of dental cases per month?

A10: No, there is no requirement for dental case managers. Our state dentist and team manage dental cases.

Q11: Are all positions filled? If not, what positions need to be filled?

A11: The only position not currently filled is the Credentialing Manager.

Q12: Is there an alternate schedule currently being implemented due to COVID-19?

A12: See Paragraph 1.4.4.1 of the PWS for Continuity of Operations Planning (COOP) during times of national emergency or incidents of national significance. Telework for normal business hours, as requested by the incumbent, was authorized by the Government at no additional cost, for COVID-19.

Q13: Is there an incumbent to this contract? If applicable, what was the previous contract award number, amount and incumbent name? Are there current employees filling these positions that might intend on remaining with a new contractor?

A13: See Q1 for incumbent name and contract number. The Government would not know the intent of individual contractor employees with regard to remaining with a new contractor.

Q14: For the following staffing labor categories, can you please provide how long each incumbent has been on contract?

A. Case Managers – 4 FTE Employees

B. Credentialing Manager – 1 FTE Employee C. Care Coordinator – 4 FTE Employees

A14: See answer A3.

Q15: Does the Service Contract Act (SCA) apply to this contract? If so, can you please provide the applicable Wage Determination for this location that will be used.

A15: The Wage determination is stated in paragraph 9 titled WAGE DETERMINATIONS in the Addendum to FAR Clause 52.212-4 on page 45 of the solicitation.

Q16: If this Solicitation is covered under the Service Contract Act, what are the WDOL classifications for this position?

A16: See Solicitation Amendment 0001 Addendum to FAR 52.212-1 Paragraph 4 - Pricing.

Q17: The current NAICS code being used for this opportunity is 561320; Temporary Help Services: Establishments primarily engaged in supplying workers to clients’ businesses for limited periods of time to supplement the working force for the client. However the work outlined in the PWS is full time work to be performed at Hanscom AFB. The PWS calls for nine Full Time employees. Using NAICS code 561320; Temporary Help Services does not accurately describe the Full Time nature of specified work in this Solicitation.

Would you possibly reconsider using NAICS Code 541614, Process, Physical Distribution and Logistics Consulting or 541611; Administrative Management and General Management Consulting Services? We feel these NAICS more appropriately reflect the requirement for full time employees and we have seen these two NAICS more commonly being used by other agencies for similar contracts in other states, and most recently they have used for case management work for the Army National Guard.

A17: The Government does not require “consulting services” or the services of establishments primarily engaged to provide “operating advice and assistance” as described in the description for NAICS codes beginning in 541. Rather, the Government’s requirement is to contract for qualified individuals to perform day-to day on-going activities to supplement the workforce, which is described for NAICS codes beginning in 561.

In addition “Full-Time” and “Temporary” are not mutually exclusive terms for services.

One may work a full-time (40 hour) schedule on a temporary (i.e. non-permanent) basis.

As options are present in the solicitation, it will be at the Government’s discretion in any resultant contract as to how long it will continue to contract for these services based upon a determination on an at least annual basis for the next 54 months, making the work temporary/non-permanent.

As stated in the Presolicitation Notice and paragraph 6 of the Addendum to FAR Provision 52.212-1 both NAICS 561320 and 561330 are applicable to this solicitation.

These NAICS codes have been accepted by the Small Business Administration for this effort and were determined based upon market research, and the Government does not consider NAICS 541614 or 541611 to be appropriate for this effort.

Q18: Is this a new requirement? If not, is this a consolidation or recompete, what is the contract number?

A18: This is a competitive follow-on of a prior effort. See the answer A1 for contract number.

Q19: Has the level of effort changed from the previous contract?

A19: No, with the exception of the addition of the Credentialing Manger position.

Q20: Since this is SCA, what are mandatory occupation code for each of the positions or is that up to the company?

A20: See answer A16.

Q21: Are there any vacancies or are all positions currently filled?

A21: See answer A11.

Q22: How many resume need to be included in our proposal?

A22: The original language of Addendum to FAR 52.212-1 (DEV) – SUBMISSION REQUIREMENTS paragraph 2.b, the Solicitation states that “The Offeror must include resumes/Curricula vitarum (CVs) of its proposed Case Managers and Credentialing Manager…” and “…may also include resumes and/or CVs of Care Coordinators…”.

See also Solicitation Amendment 0001 Addendum to FAR 52.212-2 Paragraph 1 - Technical.

Q23: If there is an incumbent, please provide:

a. The current contract number

b. The name of the incumbent contractor

c. The Labor Categories and quantities (per Labor Category) of all FTE’s currently working the project.

A23: See answers A1 and A16. For quantities per labor category, see Paragraph 5.0 - Requirements of the PWS.

Q24: Is there a fixed dollar amount to use for Travel?

A24: As stated in paragraph 4 of the Addendum to FAR Clause 52.212-1 (DEV) the Offeror must “Provide prices for all Contract Line Item Numbers (CLINs)…”. Also, as stated in CLIN x002 of the solicitation “Travel shall be invoiced at cost only and any unexpended amount on this CLIN shall be deobligated at the end of the period of performance and is not transferable to the subsequent period. See also Paragraph 1.4.12 of the PWS for Contractor Travel.

Q25: What is the total number of providers needing credentialing services?

A25: Currently, there are 34 (including 5 dentists) MDs and PAs. See also Solicitation Amendment 0001 Attachment 1 – PWS Para 1.4.4.

Q26: Will multiple proposals from a single contractor be accepted?

A26: See Solicitation Amendment 0001 Addendum to FAR 52.212-1 Paragraph 8.

Q27: Would the Government please provide how often, and for what requirements, travel is expected under this contract other than PHA support?

A27: Travel is mainly for PHAs. Additional, but infrequent, travel may be required.

Q28: Would the Government please provide the approximate number of PHA events scheduled, per year?

A28: For FY2020 there were roughly ten (10) PHAs schedule. Several occurred on the same weekend at different locations.

Q29: Would the Government please confirm whether all positions represented in this requirement are or are not currently filled by incumbent contractor support?

A29: See answer A11.

Q30: Would the Government please confirm that the required resumes do not count toward the 5 page maximum?

A30: See Solicitation Amendment 0001 Addendum to FAR 52.212-1 Paragraph 2.b.

Q31: Does the Government require the offeror to include verification of evidence of insurability in the proposal submission? If so, what section should it be listed under?

A31: See Solicitation Amendment 0001 Addendum to FAR 52.212-1 Paragraph 2.b.

Q32: To properly calculate vacation price in accordance with DOL’s wage determination, would the Government please provide the years of service for each incumbent position?

A32: See answer A3.

Q33: Would the Government please provide the number of Soldiers being case managed, on average, annually?

A33: See answer A7.

Q34: Would the Government please provide the number of professional healthcare positions currently within the MAARNG that require credentialing?

A34: See answer A25.

Q35: Would the Government please confirm how many hours the work week is based on (i.e., 37.5 hours, 40 hours, or etc.)?

A35: See Solicitation Amendment 0001 Attachment 1 – PWS Para 1.4.4.