Government Responses to Contractors Questions_FINAL.pdf

W91YTZ23Q0107_Medical Appointment Clerk Services at Fort Campbell, KY_Questions from Contractors with Government Responses

Question 1. Addendum to 52.212-1, Section 2, Evaluation Factors, on page 66, Technical Capability - Factor 1: The government did not specify or stipulate a page count for the response to this solicitation. Is there a minimum or maximum page limit for the technical response?

Government Response: The page limit is 5 pages for the Technical Response requested in the ADDENDUM TO 52.212-1 and is amended in the solicitation.

Question 2. Addendum to 52.212-1, Section 2, Evaluation Factors, on page 66, Price - Factor 2: The government did not map the Lead Clerk and Appointment Clerks to a labor category in Wage Determination. Could the government provide the desired or existing labor category currently used for the Lead Clerk and Appointment Clerk?

Government Response: The Government would equate the clerks to 12160 – Medical Records Clerk in the Wage Determination. See clause 52.222-55 for further information on wage and salary.

Question 3. Are there incumbents on the current contract? If so, are all positions filled?

Government Response: There are incumbents. The positions filled is considered performance information related to the current contractor and will not receive a response. We have added a minimum fill rate of 85% to the Quality Assurance Surveillance Plan.

Question 4. Can the Government provide the Anniversary dates of the incumbent Contract Personnel to enable us to base our pricing on the Anniversary dates for Vacation time? Related:

Can the Government provide a list of original hire dates of the current employees?

Government Response: The current incumbent personnel hire dates are: 24 January 2022, 5 April 2021, 25 January 2021, 19 April 2021, 7 June 2021, 19 April 2021, 1 October 2018, 1 October 2018, 27 June 2022, 1 October 2018.

Question 5. Can the Government please provide us with the current Contract value?

Government Response: The current contract PIID is W91YTZ18C0021 awarded for $3,988,665.60 for a base plus 4 option years to GiaCare.

Question 6. Please confirm that this contract is not under SCA.

Government Response: This contract is governed by the Service Contract Act (SCA) covering contracts entered into by federal agencies that have as their principal purpose furnishing services in the U.S. through the use of “service employees.”

Question 7. Do we provide all three (3) factors as one PDF document or as separate documents for each factor?

Government Response: Provide as separate documents for Government ease in evaluations.

Question 8. Do we submit the pricing on Section SF 1449 Continuation Sheet, or on a price breakdown Excel sheet, or both?

Government Response: Prices on the SF 1449 are mandatory. Both is better if you wish to show pricing detail, but it is imperative that the SF 1449 be signed and prices on an Excel sheet must match prices on the SF 1449 Contract Line Items (CLINs).

Question 9. Do we provide one (1) past performance or two(2)

Government Response: See ADDENDUM TO 52.212-1 Instructions to Offerors. You are limited to a single page.

Question 10. What is the anticipated date of award?

Government Response: The Government anticipates awarding NLT 15 August 2023.

Question 11. Do we need to submit Resumes at the time of proposal submission?

Government Response: Resumes for incumbent contractors will not be required. Resumes for new candidates proposed after contract will be required. PWS paragraph 1.12.1.1 was revised.

Question 12. For Lead Appointment Clerk shouldn’t the hours be 1912? For the Appointment Clerks, shouldn’t the hours be 23,040?

Government Response: No, the hours required are as listed in the CLINS.

Question 13. Are the clerks required to have BLS certifications? There are no education and specific licensing requirements listed; however, Section PWS 1.12.1.1 states that within 10 days of award we are required to submit resumes with documentation.

Government Response: Clerks are not required to have BLS certifications. PWS paragraph

1.12.1.1 was revised

Question 14. Technical, PWS 1.12.1.2: What does “complete documentation” entail?

Government Response: Complete documentation entails written list of any and all incumbent contractors the Awardee intends to maintain, along with the list for any newly proposed candidates as specified in PWS paragraph 1.12.1.1. PWS paragraph 1.12.1.2 was revised.

Question 15. Technical, PWS 1.12.1.3: What does the “pre-employment packet” entail? Can the government provide a specific list?

Government Response: The pre-employment packet should contain as a minimum: the candidates resume, the candidates completed OF306 (Declaration for Federal Employment Form), the candidates Personnel Security Investigation Request (PSIR) form, the candidates Fingerprint-Based Criminal History Record Request Authorization and Notification Form, the candidates Position Description, as written by the awardee, and the candidate’s proof of citizenship or of right to work in the United States.

Question 16. Technical, ATTACHMENT #1 –PROFESSIONAL QUALIFICATIONS /RESPONSIBILITIES:

Can the government provide the different “specialties” and qualifications and functions for each?

Government Response: The specialties the PWS refers to are the Appointment Clerk and the Lead Appointment Clerk. Those functions are further spelled out in Attachment 1, paragraph 1.

Attachment 1, paragraph 1 has been revised.

Question 17. Technical, ATTACHMENT #1 –PROFESSIONAL QUALIFICATIONS /RESPONSIBILITIES:

What is the “scope of acceptable”? Can the government be more specific?

Government Response: The scope of acceptable is duties and performance levels that are consistent with standards generally applied and adhered to in customer service, call center, and patient facing healthcare environments, including but not limited to courteous and professional interaction with the public and co-workers, mastery of applicable technical software systems, acceptable and appropriate attendance levels, and thorough, ethical dispatch of duties. PWS Technical Attachment 1, paragraph 1, was revised.

Question 18. Technical, ATTACHMENT #1 –PROFESSIONAL QUALIFICATIONS /RESPONSIBILITIES:

What are the “practices/productivity…of [the] other Contractor appointment clerks assigned to the same medical center”?

Government Response: Contractors performance, competence, and skill levels should be comparable to their co-workers performing duties on the same contract award.

Question 19. Technical, ATTACHMENT #1 –PROFESSIONAL QUALIFICATIONS /RESPONSIBILITIES:

What is the “required experience and documented current competence in the administrative setting”? Can the government be more specific?

Government Response: The awardee should present and provide contractors with a proven track record of performance in office, call center, customer service, and/or professional healthcare environments. Attachment 1 paragraph 2 was revised.

Question 20. Technical, ATTACHMENT #2 – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

Performance Objective: Comply with Security Requirements. PWS reference paragraphs 9-9.8.5 does not exist. Please clarify.

Government Response: QASP should state PWS paragraph 1.16.1.5 thru 1.16.9. PWS Attachment 2 Quality Assurance Surveillance Plan was revised.

Question 21. Technical, ATTACHMENT #2 – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

Performance Objective: Provide a high level of quality service. PWS reference paragraph 1.1.2.2 does not exist. Please clarify.

Government Response: PWS Paragraph 1.1.2.2 is incorrect and is replaced with the correct reference of Attachment 1, Professional Qualifications.

Question 22. Technical, ATTACHMENT #2 – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

Performance Objective: Comply with submitting Manpower Report. PWS references paragraph

10. Did the government intend to reference paragraph 1.21 instead? More importantly, contractor reporting of manpower data is no longer reported through ECMRA and now required to be reported through SAM.gov. Please confirm.

Government Response: Reference on QASP should have been paragraph 1.21. ECMRA is now SAM.gov. Attachment 2 Quality Assurance Surveillance Plan was revised. PWS paragraph 1.21 was revised.

Question 23. Technical, Technical, SF 1449, page 66, ADDENDUM TO 52.212-1: What specific information should the Technical Volume contain (Staffing Plan, Management Plan)? Are there any formatting requirements?

Government Response: The technical volume should contain plans for management, recruitment, and retention of personnel. Limited to 5 pages, submitted in Times New Roman font, 12 pitch. Addendum 52-212-1 and 52-212-2 have been revised in the amended solicitation.

Question 24. Are we able to submit past performance of our teaming partner?

Government Response: Please see CFR§ 125.11 “Past performance ratings for certain small business concerns.” Most importantly, paragraph (ii) A small business cannot identify and use as its own experience and past performance work that was performed exclusively by other partners to the joint venture.

Question 25. Can the government confirm that EO 14026 is incorporated to this contract, and therefore, the minimum wage must be $16.20? Can the government confirm that EO 13706 is incorporated to this contract and therefore, all employees must receive a minimum of 7 days of sick leave?

Government Response: Yes to both.

Question 26. Can the government confirm that the resulting submission should be one (1) file with all factors, both technical and pricing, and documentation included?

Government Response: Submit each factor as a separate file for ease in evaluating.

Question 27. Can the government confirm that submissions are to be sent to both frank.a.whorton.civ@health.mil and rebeccalynn.m.ruff.civ@health.mil?

Government Response: Yes. Per the terms of 52.212-1 Addendum, the word “or” will be changed to “and”.

Question 28. Technical, 1.9 Schedule/Period of Performance, 1.9.5 Duty Locations, pg. 53 of 110: Does the government have historical information related to the frequency call center personnel are directed to other locations on Ft. Campbell? Under what circumstances or conditions will they be allowed to telework for such times?

Government Response: Historically the physical location of the call center in the Military Treatment Facility has not changed in 15+ years. Telework has expanded significantly in recent years for call center personnel, with a majority of clerks (up to 11 at a time) now telework. The Lead Clerk may not telework. The Hospital Commander retains complete authority to expand or rescind telework at their discretion.

Question 29. Among the incumbent personnel, will the government please disclose a number or percentage of positions that are currently unfilled?

Government Response: No because that is performance information related to the current contractor. We have added a minimum fill rate of 85% to the Quality Assurance Surveillance Plan.

Question 30. What is the contract number for the current contract and who is the incumbent contractor?

Government Response: W91YTZ18C0021, GiaCare Inc.

Question 31. Given the addition of the Juneteenth federal holiday and Executive Order 13706, Establishing Paid Sick Leave, would the government consider adjusting the annual billable hours for each employee? Available work hours equate to 1,856 billable hours per employee (2,080 total hours – 80 vacation, 88 holiday and 56 sick leave).

Government Response: No, the billable hours will remain 1920 hours per FTE.

Question 31. Does Non-displacement of Qualified Workers under Service Contracts (Executive Order 14055) apply to this solicitation?

Government Response: No, there is not a clause included relating to that Executive Order.

Additionally the former 52.222-17 is now marked RESERVED in the FAR.

Question 32. PWS Paragraph 1.15.3.1 states “Office supplies will be provided by the contractor”. What is the historical “office supply” usage/cost?

Government Response: Historically, the government estimates the cost to be less than $1,000.00 per year.

Question 33. Rather than completing the RFQ Representations and Certifications, is it acceptable for offerors to provide a printout of the Reps and Certs from SAM.gov?

Government Response: No, the Government requires the latest information.

Question 34. Please clarify the “Quote Instructions” located on page 66 of the solicitation. The instructions indicate that the SF1449, SF30(s) and Representations and Certifications should be included in “Section 1”. Additionally, the instructions indicate that those items should be included in Section 2, under Factor 3(a), 3(b) and 3(c). Recommend that the Quote be broken into two volumes as follows: Volume I – Technical Capability & Past Performance; Volume 2 – Administrative & Price (SF1449, SF1449 Continuation Pages, SF30(s), Representations & Certifications).

Government Response: Include the Reps and Certs with the SF 1449 signatures and CLIN Prices.

This will not be included in any page count. Submit three separate files, one for Technical, one for Past Performance and one for Price submissions. There is no 3(a)(b) or (c) in the Addendum.

Question 35. Page 66, Quote Instructions, Section 2. Evaluation Factors states: “Technical Capability - Factor 1. Offeror shall submit a technical description or product literature for the service it is proposing, which clearly identifies service provided.” The Performance Work Statement (PWS) includes several requirements that do not seem to be applicable to Appointment Clerks (examples: para 1.11 - Immunizations for direct health care providers; para

1.12.1 - “qualifying licenses, training, certifications, degrees, BLS”). Please clarify what, specifically, should be included in the offeror’s technical capability section. Is a PWS by PWS response required or should offerors only address those specific requirements for Appointment Clerks as listed in Attachment 1 Professional Qualifications/Responsibilities and address them in reference to Attachment 2 Quality Assurance Surveillance Plan (QASP).

Government Response: The government does not expect a word-for-word PWS response. The contractors will be evaluated in accordance with the evaluation factors listed in 52-212-2 and Addendum.

Question 36. Page 66, Quote Instructions, Section 2. Evaluation Factors states: “Past Performance - Factor 2. Offeror shall submit information, on a single page, identifying federal, state and local Government and private contracts performed within the past three years, where your company provided relevant services covering three (3) years out of the last five (5) years that indicates your ability to satisfactorily perform the magnitude of this requirement.” Does the government want contractors to provide one page that simply lists contracts under which they provided like services, or does the government want contractors to provide a one-page summary for each past performance contract that provides particulars of relevant experience?

Government Response: Provide a one-page summary of past performance contract(s) that provides particulars of recent (past three years) and relevant (same PSC and NAICS) contract experience.

Question 37. The solicitation was issued on June 21st with a specified due date of July 5th. That equates to a total of 13 days, including weekends and the July 4th holiday. Will the government consider a two-week extension to allow offerors to develop comprehensive and responsive proposal?

Government Response: An extension will be issued with an amendment to the RFQ; the amount of days to be decided by the Government.

Question 38. To validate the labor hours and staffing delineated in the SF1449, please provide historic monthly appointment call volumes for the duration of the incumbent contract.

Government Response: Historic average monthly call volume from 1 October 2018 through 30 June 2023 was 20,290 calls per month.

Question 39. Are all incumbent employees currently working on-site at the government location?

Government Response: No, several incumbent employees have been approved for teleworking and are currently doing so.

Question 40. Is telework permissible, and if so, is equipment provided by the government?

Government Response: Telework is permissible at the sole discretion of the Hospital Commander. If telework is approved, the government will provide the necessary equipment for that work to be completed. Please note that the teleworking contractor will be responsible for providing residential internet service at connection speeds suitable to perform their duties with no noticeable impact to patient experience, at their own cost.

Question 41. Please provide the current incumbent roster of employees by name, SCA title, and employment anniversary date in order to conform to SCA requirements.

Government Response: The names will not be posted due to privacy concerns. The duty titles are already in the Solicitation, Lead and Appointment Clerks. See Question #4 for rest of Government response.

Question 42. Subject to receiving historical monthly appointment call volumes, is the offeror at liberty to modify the labor hours identified in the SF1449 to reflect a modified staffing plan?

Government Response: No.

Question 43. Reference PWS 1.12.1 Non-Credentialed Personnel Documentation; Pg 56;

Confirm that this requirement applies only to new personnel assigned to the contract and not incumbent personnel currently assigned to the contract.

Government Response: That is correct. PWS paragraph 1.12.1.1 was revised.

Question 44. Past Performance; Pg 66, Section 2. Evaluation Factors, item 2: Section states:

“Offeror shall submit information, on a single page, identifying federal, state, and local Government and private contracts performed within the past three years, where your company provided relevant services covering three (3) out of the last (5) years that indicates your ability to satisfactorily perform the magnitude of this requirement.” Please confirm which maximum year limit is acceptable.

Government Response: Government has corrected the line to state “the last three years” in the RFQ.

Question 45. Pricing; Pg 66, Section 2. Evaluation Factors, item 3: Pricing is to be submitted on the SF1449. Does the government require any additional supporting documentation, and can the offeror include a separate sheet to include pricing assumptions?

Government Response: The offeror may submit additional supporting documentation and assumptions but include information in the Pricing submission.

Question 46. RFQ W91YTZ23Q0107 page 83 Addendum to 52.212-2 Factor 1. Technical Capability. To address that we meet the Performance Work Statement requirements, are there page limitations and/or a preferred format?

Government Response: A five (5) page limit to the Technical Capability has been added to the

RFQ.

Question 47. Is this requirement currently being staffed with incumbent personnel?

Government Response: Yes.

Question 48. Does the government wish to see a Title page (signed) with the POC authorized to make decisions on this solicitation?

Government Response: Offerors may submit a single title page, not counting as part of the 5 page Technical limit.

Question 49. If the Prime has all Reps and Certs (correct, accurate, and complete) in SAM, may we simply affirm this on our title page, or do you want to see all Reps and Certs “filled in” anyway?

Government Response: Fill in all Reps and Certs on the SF 1449.

Question 50. May we provide a Title page for each Section (Section 1 and Section 2) as a separator?

Government Response: No, provide 3 separate submissions, one for Technical, one for Past Performance and one for Price. Any title page added will not number in the page count.

Question 51. May we place a statement regarding holding prices firm within our Title page along with the affirmation for Reps and Certs?

Government Response: The agreement to hold prices firm for 90 calendar days is a requirement in the Instructions to Offerors. The Government expects to see that statement in the Pricing submission or the offer will be deemed non-responsive to the RFQ. Reps and Certs should be answered on the SF 1449.

Question 52. What factors would the government like for us to address in this Technical “description”?

Government Response: Offeror shall submit a technical description or product literature for the service it is proposing, which clearly identifies service provided. The technical description shall explain how the proposed service meets the minimum requirements for the service it is proposing as specified in the Performance Work Statement section of this solicitation. The offeror should not “parrot” the PWS but demonstrate how they will meet the requirements.

Question 53. Are there currently any incumbents on this contract?

Government Response: Yes. GiaCare Inc.

Question 54. Will the government please provide the number of FTE if there are incumbents and whether they are filled and how long they have worked in these positions?

Government Response: See the CLINS in the SF 1449 for FTE information. The other questions have been answered with Questions #4 and #29.

Question 55. I see on the instructions that you would like to see a completed SF 1449; will this include all Continuation sheets and all fill ins for the SF 1449 that takes us through page 44 of 110?

Government Response: The important areas to complete on the SF1449 are the signatures, CLIN pricing information and Reps and Certs. If an offeror would like to extract these pages and submit separately, that submission would not be included in any page count limitations.

Question 56. How many past performance examples does the government wish to see (i.e., min/max)?

Government Response: There is no minimum or maximum number, but there is a page limitation.

Question 57. What format would the government like to see for Past Performance in? Should this be in the form of references or does the government wish to prescribe a different format?

Government Response: Refer to 52.212-1, 52.212-2 and Addendums. Contracts that can be reviewed in CPARS for Past Performance ratings are preferred. FAPIIS will also be reviewed.

Question 58. What are the formats supposed to be for the submission of Sections 1 and Section 2 and are there page limits to the sections?

Government Response: See Question #34 and 52.212-1 and Addendum to 52.212-1.