ANSWERS_Questions_12_June_2018_Redacted.pdf

WVARNG Medical Services Questions

Pg # Section # Section Name Question 2 A Basis for Award The government states the intent to award a NEW single FFP PO; is this a new requirement, or are there current incumbent staff supporting these requirements? There is an incumbent

If there is an incumbent contractor, please provide the incumbent contractor name and associated contract number.

Previous Contract award is the following:

Medical Records Assistant-W912L8-13-F-0005 Clinical Psychologist-W912L8-13-F-0004 *****Both Contracts were awarded to A-Team Solutions LLC***** Contact Information: 12507 Marlow Road Fulton, MD 20759-9779 Phone: 703-224-8243

Please identify the expected level of effort (LOE) in terms of staff to be provided. Please refer to the PWS

2 B Formal Communications

The government states that the time limits for responses will not be extended; can the government provide an expected award date as this is critical in approaching and retaining top-level talent for the bid to support services? Timeframe End of July 2018

5 D Sub-factor 1 The government states that an offeror must submit all 8a eligibility documents IAW FAR 19- 1503; this FAR clause seems to be associated with EDWOSB or WOSB concerns. Please define the applicable documents required for submission. This does not apply and will be removed, there is no requirement to submit 8(a) eligibility documents in accordance with the FAR

5 D Sub-factor 2 The government has identified incumbents for the requirement; how many incumbents are currently providing services as required under this PWS? 2

Of the incumbent staff identified, how many of these are SCA level staff, and how many are professional? 1-PROFESSIONAL(PSYCHOLOGIST) 1-SCA (MEDICAL RECORDS CLERK)

Will the government please identify the anniversary dates and length of service for all SCA-level staff supporting this requirement?

Clinical Psychologist - anv is 19 Aug 2013, roughly 5 years LOS.

Medical Records - anv is 1 Apr 2013, a little over 5 years LOS.

Doe EO13706 apply to this requirement? Yes but only applies to the Medical Records Clerk The government requests a detailed plan for ensuring no impact to services during both scheduled and unscheduled absences; IF the offeror is supplying (as an example) 2 staff roles (the psychologist and the records assistant) is the government expecting that part-time-temporary staff will be provided during requested vacation periods? No part time service is required. When an employee has scheduled vacation please plan accordingly around requirements

Identifying temporary staff (especially at PhD levels) for at most a 2-3 week period (possibly scattered across the year) will be VERY expensive; request the government remove this as a requirement. Should offerors include this expense as part of the overall price for services?

No part time service is required. When an employee has scheduled vacation please plan accordingly around requirements

9 D Factor 3 - Cost With the requirement for a professional (PhD) level Psychologist, has the government conducted an IGCE that includes evaluation of both the professional AND all required aspects for associated SCA-level staff, with all applicable DOL pay requirements? The government has conducted an IGE for these positions

11 E Format for Proposals

The government states that both a sanitized and un-sanitized version of the cost/price proposal should be provided. Please define what is to be “sanitized” from the cost/price volume as the government also states each page of the proposal documents should contain the offeror’s name in the header documents. Sanitized and un-sanitized means: Redacted and un-redacted

Please provide the format for proposal submission; this did not seem to be identified in the RFP/Instructions. Please refer to the Evaluation Plan and Proposal Instructions

2 PWS 1.4.4 For periods of on-call requirements, is the Psychologist required to be on-site, or available for telephone/remote referral?

The PWS states performance will be at various locations throughout the state; will the government identify all locations for performance?

There are 31 WV ARNG facilities around the state. Both services (Clinical Psychology and Medical Records) may have occasion to travel to and work at any of these facilities, with prior approval of the COR, and pursuant to availability of travel funding.

Is telecommuting authorized for all staff provided? Yes- See PWS 1.4.4 Place and Performance of Services

4 1.4.5.4.i The government states that the process for investigative processes may take 2-6 weeks, and that offerors must factor this into the hiring/placement process; the government also states that the contractor will be held responsible for delays… does this include the delays that the government has already admitted are inherent in the system in place? No does not apply since there is an incumbent

How will the government provide access for assigned staff while investigative requirements are being conducted? Does not apply

10 1.4.12 Is the government establishing a Travel ODC? There is a travel CLIN each year based on cost reimbursement

15 5.3.8 The government states (as regards Medical Records Services) that “Conduct PHAs and physical examinations in compliance with policies and procedures developed for medical and dental readiness programs, specifically AR 40-66 and specific Combatant Command (COCOM) deployment guidance”. This is NOT allowed to be performed by a Medical Records Clerk as per SCA Fifth Edition Labor descriptions.

Request the government revise or remove this requirement for performing PHA and physical examinations.

The requirement is specifically for the Medical Records contract employee to prepare Individual Medical Readiness reports for all personnel scheduled for a PHA.

It is not meant for this service to actually conduct PHAs.

5.3.10 The government states (as regards Medical Records Services) that “Make medical deployment eligibility recommendations for deploying service members using current COCOM deployment guidance within five business days of notification”. Medical

Records Clerks do NOT have the requisite knowledge or training to make medical deployment eligibility determinations. This is NOT allowed to be performed by a Medical Records Clerk as per SCA Fifth Edition Labor descriptions. Request the government revise or remove this requirement .

The requirement is specifically for the Medical Records contract employee to prepare Individual Medical Readiness reports for all personnel scheduled for deployment.

It is not meant for this service to actually conduct deployment eligibility determinations.

20 Tech Exhibit 3 What is the estimated time it takes to perform one (1) single evaluation of a Soldier on average?

A full psychological evaluation can take 3-4 hours, report creation can take another 4 hours, all depending on the testing required for the evaluation.

BH interviews, testing, and report creation typically takes 3 hours.

In terms of outreach efforts, please define the actions/activities required of the Psychologist in regards to the indicated 3000+ estimated quantity levels.

Those efforts were related to linking SMs in need to community or VA mental health resources, providing informational briefings to units related to BH resources, conducting suicide post-ventions, etc.

What is the average amount of time spent in scanning and review of the average medical/dental file?

It is estimated that each scan / review takes roughly 2 minutes; however this is assuming that only one document is being added to the electronic record.

If additional hardcopy documents need to be scanned the process can take much longer.

How much time is spent on average to enter the PHA/other data into MODS per 3500+ quantity levels as indicated?

It is estimated that each portion of data entry takes roughly 2 minutes per SM, depending on the amount of data to be entered.

What is the government’s estimated LOE for adequate performance of the portrayed workload? The estimated LOE is 8 hours / day, 5 days per week.