Questions-Answers_13MAY15.docx

Questions & Answers

W91SMC-15-R-0003

Medical Case Management As of 13MAY15

Q: How are these services currently being performed? Under contract? In-house?

A: These services are currently under a contract.

Q: Who is the Contractor?

A: Skyline Ultd Inc.

Q: What is the contract number?

A: W9133L-09-F-0132 Q: When does the contract expire?

A: On or around June 12, 2015 Q: Page 1, Section 1.1.3 of the Draft PWS states the “Period of Performance shall be 01MAY2015 through 30APR2020”, whereas the FBO notice states as “Base year plus four (4) option years.” Please clarify which is correct.

A: The period of performance will consist of one (1) base year and four (4) option years and the PWS has been updated in the draft solicitation that is currently under review.

Q: Please clarify minimum Past Performance Evaluations needed.

A: Past performance Exhibits A, B, and C will be posted with these answers.

Q: Can the offeror use a combination of subcontractors/Teaming Partners Past Performance for this requirement? If so, is there a limitation on how many of those should be from 8(a) Prime Offeror and how many could be from their subcontractor/teaming partner?

A: Offerors may use a combination of subcontractors/Teaming Partners past performance for this requirement. However, a prime’s over reliance on subcontractors’ past performance may result in a low past performance rating for the proposal. Additionally, FAR Clause 52.219-14 Limitations on Subcontracting applies to this competitive 8(a) acquisition.

Q: The information provided for prior contract # W9133L-09-F-0132 to Skyline Unlimited for is not in line with the amounts reported under FPDS. FPDS is listed values in 9 figures for this reference prior contract. Please confirm, as this seems to be inconsistent for this type of effort.

A: The current contract, W9133L-09-F-0132, provides services to all fifty-four (54) states and territories of the United States. This requirement will only provide services to Illinois.

Q: Is this requirement subject to SCA or E.O. 13495? If so, can we have length of service of current incumbent employees for fair competitive pricing?

A: This requirement is subject to the Service Contract Labor Standards (formerly Service Contract Act) and includes FAR Clause 52.222-17 Nondisplacement of Qualified Workers. The length of service of current incumbent employees ranges from 6 months to 9 years.

Q: Is the incumbent performing the services with LVN/LPN, or RN, or Direct Service Social Worker as Non-clinical Case Managers to provide IMR support to the Army National Guard?

A: All of the current Case Managers are RNs.

Q: What is the staffing mix of the incumbent positions?

A: Currently the IL ARNG is supported by four (4) Case Manager positions and ten (10) Care Coordinator/Admin Assistant positions.

Q: Are any of the positions vacant? If so, when are they expected to be filled?

A: There are currently three (3) vacant positions (1 Case Manager and 2 Care Coordinators). These positions are not expected to be filled under the current contract.

Q: How all is the incumbent positions full-time? Or combination of both full-time and part-time?

A: All positions are currently full time.

Q: Is it okay to just send 1 Past Performance of Prime 8(a) offeror? Or do we need to submit 5 Past Performance? And would it be okay if [company name removed] (Prime 8a offeror), submits 1 past performance and also submits 1 past performance of its subcontractor/teaming member (non-8a)?

A: One Past Performance questionnaire is fine, we ask that you do not exceed five (5) questionnaires. A subcontractor/teaming member may submit a questionnaire as well; however, the subcontractor/teaming member must submit an Exhibit B to be considered.

Q: Is there a Excel Price Worksheet or template that we can use for developing and submitting our Price proposal? Similar to what KYARNG posted?

A: We do not have a worksheet or template for the price proposals.

Q: Can you please provide the SCA Occupation codes used in the current contract?

A: I do not have access to the current national contract. However, I believe Illinois is currently supported by Occupation Codes 01020 (Administrative Assistant) and 12311-12314 (Registered Nurse I through III).

Q: Can you provide the number of staff who have been working for over 1 year as well as the number of staff approaching their 10 year anniversary?

A: Seven (7) have been working for over 1 year, and one (1) is approaching their 10 year anniversary.

Q: Section 1.3.2 Recognized Holidays states “The contractor is available 365 calendar days and is available to perform service on these days”. Section 2.1.12 Work Hours states “Hours of Operation are 0800 – 1630 Monday through Friday but may be adjusted on an individual basis.” These two sections seem to be counter to one another. Is the contractor required to provide and budget for services based on 365 calendar days including all Federal Holidays? Or is the contractor required to provide services during the “Hours of Operation” only?

A: The majority of work under this requirement will be performed during the Hours of Operation listed. Work will not be required on Federal Holidays, however work will be required on some weekends in support of our Periodic Health Assessments (PHAs) which typically take place on weekends.

Q: Is the contractor required to provide an budget for premium pay on Federal Holidays when they are required?

A: Work will not be required on Federal Holidays.

Q: Is the contractor required to provide and budget for overtime premium pay for Case Managers and Direct Service Social Workers?

A: Overtime is not authorized without approval from the Contracting Officer. If overtime will be required, a Request for Proposal will be sent to the Contractor.

Q: Will the post award meeting be conducted in person or via electronic media?

A: It is preferred that the post award meeting take place in person. The details of this event will be handled after award.

Q: Will monthly staff meetings be conducted in person or via electronic media?

A: It is assumed that the majority of these meetings can be held via electronic media (e.g. telephonically). Occasionally, face-to-face meetings may be required.

Q: Is the contractor required to budget for personnel travel? Or is Contractor personnel travel to be invoiced an then reimbursed by the Government?

A: The Government will budget for travel, and because of this, the Travel Sub CLINs will not be considered in the price evaluation. Currently, the Government has allotted $20,000.00 for travel for the base year of this requirement. The Contractor’s employees will handle travel requests through the Contractor, and the Contractor will invoice the Government for travel. Travel expenses above what are authorized in the Joint Travel Regulation will not be reimbursed by the Government.

Q: The set aside is an 8(a) Competitive. Is Skyline Ultd. Qualified to recomplete this offering?

A: Skyline Ultd. cannot compete under this acquisition as the prime contractor as they are currently a large business under NAICS Code 561330.

Q: What is the allotted transition time period?

A: As of right now, the awardee will be afforded an eleven (11) calendar day transition period.

Q: Section 5.1 states “Contractor shall provide at a minimum a License Vocational/Practitioner Nurse (LVN/LPN), Registered Nurse (RN), or Direct Service Social Work as Non-Clinical Case Managers to provide IMR support to the Army National Guard.” These contract positions are governed by wage determinations governed by the Department of Labor Service Labor Act (SCA). The published Questions & Answers dated 30 April 2015 page 2 (bottom) the answer states… “However, I believe Illinois is currently supported by Occupation Codes 01020 (Administrative Assistant) and 12311-12314 (Registered Nurse I through III)”. Is the contractor to use Occupational Code 01020 (Administrative Assistant) for budgeting the Direct Service Social Work positions?

A: Occupational Code 01020 applies to the Care Coordinator / Administrative Assistant positions. Please consult the Department of Labor to determine which Occupation Code applies to the Social Worker. Under the current contract, all Case Manager positions are supported with RNs, so we do not have any experience with Social Workers as Case Managers.

Q: What Occupational Code is the Contactor to use for budgeting the Registered Nurse (RN) positions? Note there is no wage category listed in the Government provided Wage Tables for Illinois – Sangamon County.

A: Please use Occupational Codes 12311-12314 found at the top of page 3 of the Government provided Wage Determination.

Q: Are there incumbent contractor personnel currently fulfilling these positions at the primary place of performance in Springfield, IL?

A: Yes. There contractor personnel are filling most of the positions in Springfield at this time. Currently there are 3 out of 4 Case Managers, and 7 out of 10 Care Coordinators.

Q: Do these positions work an 8 hour x 5 day or a 10 hour x 4 day work schedule for regular hours of operation?

A: These positions work on an 8 hour x 5 day work schedule.

Q: How many special work events such as Periodic Health Assessments (PHA), Soldier Readiness Processing (SRP), Soldier Readiness Certifications (SRC) and advanced medical screenings requiring weekend hours and/or travel are conducted each year?

A: PHA and extra medical readiness events are held at least once a month at this time with additional weekends during the first and second quarter of the Government Fiscal Year (November – March).

Q: When special work events are required, will contractor personnel schedules be set so that they do not work in excess of 40 hours per week?

A: The Contractor is expected to manage the schedules to ensure that schedules do not exceed 40 hours per week and that the Government is covered for these special work events. The Government does not manage the schedules of the Contractor’s employees.

Q: Will the government provide office space, furniture, basic office supplies and telephone to contractor personnel at the place of performance? Does “land line” mean telephone for each member of contractor personnel?

A: The Government will provide office space, furniture, basic office supplies, and telephone to contractor personnel. An inventory of this equipment will be conducted at the start of the contract, and the Contractor will be responsible for this equipment during the period of performance of the contract.

Q: Will the Government provide computers, software, printers, and information technology support to contractor personnel at the place of performance?

A: Yes the Government will provide computers, software, printers, and IT support. An inventory of this equipment will be conducted at the start of the contact, and the Contractor will be responsible for this equipment during the period of performance of the contract. The Contractor is responsible for ensuring that their employees maintain currency in training required to access our computer network.

Q: Are contractor personnel established with telework capabilities in order to work from home during inclement weather?

A: No.

Q: What are the expected maximum productive hours for these positions during a full year? Example for an employee with less than 5 years of service: 2080 hours – 80 hours vacation time off – 80 hours federal holiday time off – 40 hours sick leave = 1,880 maximum productive hours.

A: Maximum productive hours are to be managed by the Contractor to ensure that this requirement is met. The Contractor is responsible for managing vacation time, sick leave, and any other benefits you provide your employees.

Q: Is one of the Case Managers currently acting as a Team Lead?

A: Yes.

Q: Do you know GS and step level salary equivalents for each position type?

A: The National Guard does not possess GS equivalents to the Registered Nurses. Our Administrative Assistants are typically GS-5s or GS-7s.

Q: The Q and A document states “There are currently three (3) vacant positions (1 Case Manager and 2 Care Coordinators). These positions are not expected to be filled under the current contract. Will these open positions be expected to be filled for the new contract?

A: Yes, if they are needed. Under the current contract it is believed that four (4) Case Managers and ten (10) Care Coordinators are required to support the Illinois Army National Guard. If the Contractor can demonstrate that it can still meet the requirements of the contract with less personnel, then the positions need not be filled.

Q: The Q and A document states: “Seven (7) have been working for over 1 year, and one (1) is approaching their 10 year anniversary.” Are any of the incumbent employees approaching their 5 year anniversary?

A: Yes, two (2) are nearing 5 years.

Q: The solicitation contains Clause 52.237-7, Indemnification and Medical Liability Insurance. This is a non-clinical requirement; as such, it doesn’t require medical liability insurance. The clause is for health care providers that provide medical treatment to Soldiers; these are administrative positions and do not provide medical treatment. Will this clause be removed?

A: You bring up an excellent point. Clause 52.237-7 will be removed from the award. I am unable to remove it from the solicitation at this time as our contracting system is down this week due to maintenance.

Q: What are the lengths of service of the incumbents by position as it impacts the pricing. Previously provided information was seven (7) over one year and one (one) approaching 10 years. Actual lengths of service are needed.

A: Case Managers: 1 with 6 years of service, 1 with 3 years of service, and 1 with 1 year of service. Care Coordinators: 1 with 9 years of service, 2 with 5 years of service, 1 with 3 years of service, and 1 with 7 months of service.

Q: Will the Government allow hand delivery of proposals?

A: Yes. Hand deliveries can be made to CPT Paul Seivert at 1301 N. MacArthur Blvd., Springfield, IL 62702. Hand deliveries must be received by the Purchasing and Contracting Office prior to the deadline for proposals.

Q: 2.4.2.1.1 requires offerors to “indicate the lead medical and administrative personnel and demonstrate they have experience and required qualifications in assigned roles with performing the required services.” By “lead” is the Government referring to an individual assigned by the offeror to be the “lead” or does “lead” refer to the full-time medical and administrative personnel proposed to perform the services?

A: Both. The Government would like to know who will lead this effort on the Contactor’s side, and whether or not they have the qualifications to do so. The Government would also like to know who will be utilized as lead personnel on site. Will you use incumbent personnel? Will you provide new leadership, and if so, are they qualified?

Q: Should the Admin positions be SCA classified as Medical Record Techs?

A: The Care Coordinators are currently classified as Administrative Assistants.

Q: Can this solicitation be emailed for submission?

A: No. The solicitation will only be posted on www.fbo.gov and will not be emailed to potential offerors. Also, emailed proposals will not be accepted. However, emailed past performance questionnaires from references can be accepted.

Q: Does the Government provide cell phones for the Case Managers and Care Coordinators?

A: No, the Government does not provide cell phones.

Q: Where do the Periodic Health Assessments (PHA) take place?

A: The PHAs take place throughout the State of Illinois. The most common locations for PHAs are Springfield, Marseilles, Crestwood, Mt. Vernon, Peoria, and North Riverside.

Q: Section M, Paragraph 2.2.1 reference valid certifications/credentials listed in paragraph C6 in the PWS; however there is no paragraph C6 in the PWS nor is there any other mention of the types of certifications and licenses that are required of the case managers. Can you please provide a complete list of the qualifications you required for the case managers?

A: I apologize that language should have been removed from Section M. I am unable to amend the solicitation due to our contracting system being down, however I will upload a modified Section M with this posting. Please strike everything in Paragraph 2.2.1 after the first sentence, starting with “Additionally, the proposal must demonstrate...” and ending with “… and deemed technically ‘Unacceptable’.”

Q: Do subcontractor reference also require a completed and returned Exhibit C or are those references only to be listed on the completed Exhibit B and in the write-up specified in Section 2.4.3.9 on page 72?

A: Subcontractors are not required to submit Exhibit Cs. Subcontractors may submit Exhibit Cs to support the past performance of the proposal, however a prime contractor’s over reliance on a subcontractor’s past performance may result in a lower rating.

Q: Is there a list of applicants currently registered for this bid? Is so, how do you access this list?

A: A list of Interested Vendors can be found at the solicitation posting. Please click on the “Interested Vendors List” tab located at the top of the posting. You will then be prompted to log in to view the list.

Q: Is there an expectation that current staff would remain within the new bid? If so, do you have a listing of their exact job classification?

A: The Government shall not dictate a contractor’s staff, nor select its employees. However, the solicitation includes FAR Clause 52.222-17 Nondisplacement of Qualified Workers. I do not have access to the current national contract. However, I believe Illinois is currently supported by Occupation Codes 01020 (Administrative Assistant) and 12311-12314 (Registered Nurse I through III).

Q: Is the due date for this bid still May 18th, 2015?

A: Yes. Proposals are currently due at 2:00pm CDT, May 18, 2015.