Technical_QA_04_Nov_14.doc

SOLICITATION W91364-14-R-0024

TECHNICAL QUESTIONS AND ANSWERS

1. Q: The Performance Work Statement (PWS), paragraph 2.b. mentions radiology. Is that referring to space only or is there some sort of radiology equipment (pano, digital x-ray) provided as government furnished property at any of the sites?

A: The government will provide space and utilities for radiology, but no radiology equipment is provided. This applies to all locations listed in Appendix B to the PWS.

2. Q: What is the approximate average percentage of Cat 3’s coming from dental exams?

A: Historical percentages are approximately 20%.

3. Q: This contract is for both dental exam and treatment (restorative) services, correct?

A: Yes. The list of restorative services that may be required is in Appendix C of the PWS.

4. Q: What is the significance of the timecard in the PWS?

A: The time card requirement has been removed from the PWS.

5. Q: The PWS says all providers need to be licensed in the state services will be performed. Typically, we do not see this type of state licensure requirement since the events are occurring on federal property. It is much more efficient if we can use providers with licenses in good standing from any state since these are the providers that are used to doing PHA events. This saves Soldiers time and makes the lines move much faster. Will the OHARNG consider allowing licenses in good standing from any state?

A: The only exclusively federal property is the Defense Supply Center Columbus. The other locations within the State of Ohio are state property, not federal property. To comply with the requirements of the PWS, a State of Ohio license is required.

6. Q: Can you please confirm that in the “Event Pricing” section that the “personnel” (1-50 personnel, 51-100 personnel, etc.) means Soldiers?

A. Yes, personnel or pax means Soldiers in this context.

7. Q: Who will be responsible for payment of prescriptions? Should these costs be included in the pricing or will the Guard be invoiced at cost for prescriptions?

A: Prescription costs should be included in the pricing.

8. Q: For fees incurred from case management at private offices, will the contractor invoice the OHARNG for these fees at cost, or should these fees be included in the offeror’s pricing?

A: Fees should be included in the pricing.

9. Q: If the contractor is financially responsible for case management fees from private offices, will the reimbursement from the OHARNG be according to the fee schedule submitted in “Cost of Services” pricing?

A: Yes, any reimbursable charges should be included.

10. Q: Prosthodontics and Orthodontics are listed as required services. These services cannot be completed at a weekend event due to multiple followup visits. Should these be prices at the rate that will be charged at a private dentist that would be referred to by contractor case management?

A: The price for prosthodontic and orthodontic services should be the actual cost to the Government for these services, including any case management or other costs. This information shall be provided on the dental care pricing spreadsheet.

11. Q: How many SM’s are typically seen per day for dental exams and restorative care?

A: See Appendix B of the PWS for the estimated workload at each event.

12. Q: It states in the solicitation, radiation equipment will be provided by the Government for contractor use. What type of x-ray equipment is owned and provided by the Government (i. e. Pano machine Gendex, Nomad intraoral, DEXIS sensor)?

A: The government will provide space and utilities for radiology, but no radiology equipment is provided. This applies to all locations listed in Appendix B to the PWS.

See question 1.

13. Q: What x-ray software and sensors will be supplied by the Government, if any?

A: The Government is not supplying any x-ray software or sensors.

14. Q: How many full x-ray exam stations are available for contractors (i. e. Pano station, Intraoral x-ray and upload station)?

A: The Government will provide space and utilities for full x-ray stations, but the contractor must provide the equipment.

15. Q: Will the contractor be responsible to set up OHARNG x-ray equipment?

A: The Government is not providing x-ray equipment, so the contractor cannot set up any OHARNG x-ray equipment.

16. Q: Will the computers be provided by the Government for the x-ray software and DENCLASS upload?

A: No, the Government is not providing computer equipment for contractor use. The contractor must provide any computer equipment and software required.

17. Q: Will the contractor need to be prepared to augment the Government’s x-ray equipment?

A: The contractor must provide all x-ray equipment.

18. Q: Per procedure case manager. Will the Government desire set fees as well for case management in a dental in clinic treatment SM or is this billed separately?

A: Prices for case management must be included in the cost of the service as listed on the dental care pricing spreadsheet.

19. Q: There is not a price category for dental case management. Does the Government desire this to be complete at no added fee?

A: If there is an additional cost for case management it must be included in the cost of the service as listed on the dental care pricing spreadsheet.

20. Q: At what locations will the contractor be able to complete restorative care inside the facility?

A: All locations have space for restorative care.

21. Q: Will all locations contain Government equipped x-ray devices?

A: The Government is not providing any x-ray equipment.

22. Q: Many of the dental procedure codes listed in Appendix C require elaborate equipment, care provided by dental specialists and procedures requiring surgical intervention, use of general anesthetics and requirements for careful post procedure monitoring and follow up care (for example, D5110, D5120, D5211, D5212, D8680, D3346, D3330, D3347, D3348, D7220, D7230 and D7240). Will the OHARNG permit these more involved dental procedures to be done in a dental office rather than in an armory or mobile unit?

A. Yes, see paragraph 2.a. of the PWS, which states “All services shall be performed on site at OHARNG armories and facilities across the state, except for Soldiers who are evaluated as DRC 3 and who require extensive in-clinic treatment and/or dental reconstruction.”

23. Q: Will the Government provide further information as to where armory/indoor space is unavailable for use and a mobile vehicle based solution is required?

A: All armories have space to perform exams and treatment, but the space available may not be ideal. All armories have space for a mobile vehicle and the contractor has the option to use a mobile vehicle at any or all events. See the spreadsheet at question 44.

24. Q: Would a scenario exist where services would need to be provided with both a mobile vehicle as well as in an armory?

A: It is the contractor’s decision on how to best complete the workload in the allotted time. The Government’s concern is that the contractor meet the standards in the PWS, not how the contractor meets the standards. A contractor may decide to use space in the armory and a mobile vehicle at the same dental event.

25. Q: Should offerors present separate pricing for services performed in the Government facility vs services provided in the mobile vehicle?

A: Pricing should be in the format provided in the dental care pricing spreadsheet.

26. What is the estimated % of service members that are/will be DRC3 and require treatment services?

A: See question 2 above.

27. Q: What criteria will be used to determine 100% accuracy of services?

A: The Government will be conducting inspections and checks to perform quality control activities after each dental event to evaluate on-location dental services, sub-contracted dental treatment services, and documentation into DENCLASS. This does not relieve the contractor of responsibility to perform the necessary quality assurance checks that the contractor deems necessary to meet the requirement that all treatment services and documentation are completed with 100% accuracy.

28. Q: Will the Government remove the requirement to provide maintenance medications? Prescriptions of this nature may constitute unethical dental practice unless the dentist intends to provide follow up care to monitor the use of maintenance medications. Providing follow up care is beyond the scope of this contract.

A: Paragraph 4.d. of the PWS has been revised. The phrase “and prescriptions for maintenance pharmaceuticals for Soldiers with high caries risk or periodontal disease, as indicated” at the end of the paragraph has been removed. Paragraph 4.d. now reads: “Prescriptions for pharmaceuticals and controlled substances necessary for the care and treatment of Soldiers throughout the event, to include but not limited to analgesics and antibiotics.”.

29. Q: Does the 5 day time frame for entering data as required by paragraph 8 of the PWS apply to in-clinic services?

A: For in-clinic services, data must be entered within 5 days of completion of treatment.

30. Q: Will the OHARNG provide the military dental record jacket, DA Form 8005 through Form 8005-9?

A: Hard copy dental records, including the military dental record jacket, are available for the dental events scheduled at DSCC only. A dental record jacket is not required for events held at any other locations.

31. Q: Besides OHARNG armories and facilities, is there any other Government furnished property, equipment or services?

A: If dental events are held at any out-of-state locations, space and utilities may be provided. The Government will provide information on out-of-state events if they are required. The Government expects to be able to provide at least 60 days notice if an out-of state event must be scheduled.

32. Q: Does the Government have a timeframe for scheduling and completing the clinic based appointments that may be required?

A: Yes, the timeframe is 45 days after identification of the dental condition that requires in-clinic treatment.

33. Q: Based upon the list of other state locations as listed paragraph 12.a. of the PWS, does the Government intend that in clinic restorative services be performed within those respective states and not only in Ohio?

A: The Soldier should receive in-clinic treatment at a location that is within 75 miles of the Soldier’s home of record.

34. Q: By HIPAA certification, does the Government mean annual HIPAA training?

A: Yes.

35. Q: Dental event notification: please clarify—15 business days or calendar days?

A: 15 calendar days.

36. Q: At the end of the QASP there is a section requiring the number of hours worked that begins with the phrase “Note: Attach Time Card”. Will this be removed from the solicitation as inapplicable?

A: The time card requirement has been removed from the PWS.

37. Q: Please provide a list of the events for the previous 12 months indicating the number of procedures by ADA code and the total budget for all events.

A: This information is not readily available.

38. Q: Is the “Event Pricing” listed in the spreadsheet inclusive of diagnostic, examinations, treatment, administrative and data entry?

A: Yes. It should include all appropriate costs the provide the dental services IAW the PWS.

39. Q: What is the percentage of soldiers attending the event who will require treatment?

A: See question 2 above.

40. Q: Is the contractor responsible for internet connection?

A: Yes, the contractor is responsible for providing an internet connection if needed.

41. Q: How many events were conducted outside of Ohio in the last 12 months? In what state(s) were these events conducted?

A: There were no events conducted outside of Ohio in 2014.

42. Q: Does your (OHARNG) personnel operate your radiology equipment?

A: The Government is not providing any radiology equipment for contractor use.

43. Q: Has the OHARNG ever had any events with 1-50 pax? If not, should this range be removed from the “Pricing Event”?

A: Yes, we have had events with 1-50 pax. No event of this size is currently scheduled. Additional events may be added to meet mission requirements and the Government does not know the size of these unanticipated events at this time.

44. Q: Please provide a Y/N response for each of the government provided items in the table below.