12-646QuestionsAnswers2.doc

RFR 12-646 – Additional Bidder Questions and Answers 1.

Does the MS Access database include the data to calculate the amounts paid per task and occurrence on all claims ever received for the program in accordance with the Reimbursement Fee Schedule?

Yes.

2.

Does the MS database have an application developed to efficiently extract information at the task and occurrence level for all claims?

Yes.

3.

Will any of the 1500 claims currently in backlog ever be assigned to DOR USTP staff for processing?

Possibly, however, new claims continue to arrive daily. Currently the backlog is over 1600 claims. Although DOR will not guarantee quantities due to budgeting and contractor performance considerations, it is reasonable to assume that the contractor will be provided 1500 claims to process.

4.

Can you provide a sample claim from the backlog that is representative of the average complexity of the entire population?

No.

5.

Do we have to respond to each item in section 7 individually or can an overall approach and summary of our qualifications be submitted to address these items?

You may submit a summary as long as it addresses the requirement of each section.

6.

What written and/or formal communications with the claimants are required of the contractor during the claims process?

Submittal of claim adjustment worksheets, RFIs, and phone/email inquiries with claimants and their consultants or claim preparer’s regarding claimed expenses.

7.

Can you please provide a detailed file layout and data structure for the MS access Database?

No, this information is not needed as the contractor will be provided with a copy of the database that includes all user interface screens with built-in calculation utilities, and training. The only thing the contractor has to provide is a compatible version of Microsoft Access.

8.

Please clarify the total page limit. It is referenced as both 50 and 40 pages in the RFR.

As stated in the RFR, the page limitation for items in Section 11.2.1 through 11.2.16 (MANDATORY ITEMS NOT TO BE SCORED) is 50 pages, and the page limitation for items in Section 11.3.1 through 11.3.9 (MANDATORY ITEMS TO BE SCORED) is 40 pages, totaling 90 pages.

9.

In regards to the information Line in section 1.3.2.2 can you clarify if the vendor is required to answer questions on only the claims assigned to the vendor or all claims outstanding?

Generally, the contractor will be answering questions related to the assigned claims. However, the contractor will have access to the entire database and may be able to offer assistance to the customer depending on the nature of the question. If in doubt, the contractor will be instructed to forward questions to the UST Program staff.

10.

Are we responsible for processing any reconsiderations?

No.

11. Can you please provide the pricing per claim for the prior vendor’s contract when it expired in September of 2010?

$580 per claim.

12.

Will both the selected vendor and the USTP staff be assigned claims from the same release from an underground storage tank system or will the vendor be assigned all claims assigned with specific releases?

It is not DOR’s intent to restrict the assignment of all claims from one release to either the USTP staff or the contractor. However, there may be scenarios where this occurs, for example, if a particular release has only 2 sequential claims in backlog and both claims have an aging received date, then it may be more practical and efficient to have the same adjuster work on the 2 claims at the same time.

13.

According to Section 3.6 of RFR 12-646, the DOR can disqualify a response or cancel a contract for appearance of a conflict of interest. It seems likely that some of the most qualified firms to perform the requested services have worked, or may still work, in the LUST cleanup claims industry. Would the agency consider awarding this contract to a very qualified firm who, on behalf of clients, has actually prepared and submitted claims to the agency with the agreement that they cannot review the claims they have submitted? Would the agency consider the relevant experience and knowledge to be a great benefit if terms can be worked to preserve and ensure objectivity by developing a thorough claim review process that is quite objective on its own? It would be helpful to understand exactly what would be perceived as a conflict, as there are firms that are very qualified to perform these services and that likely have (or have had) some involvement in the program area.

DOR recognizes that the reimbursement claims preparation and processing is somewhat of a niche industry and would not necessarily automatically exclude a claim preparation firm from being awarded the claims processing contract. In review of the bidder’s submission however, DOR would consider the extent of involvement the bidder had with the anticipated claims in backlog to be assigned, as well as the extent of its clients’ involvement with the UST Program. In addition, DOR would carefully consider a bidder’s response to the information security requirements, client conflict of interest management, as well as the contractor’s proposed plan to keep the claims processing organization separate from the claims preparation organization. Finally, if the preferred bidder presented potential conflicts as described, DOR will consult with the State Ethics Commission for further guidance prior to making a final selection.

14. Section 10.2 states one original and four copies of the proposal. Section 10.3 states one original and 3 copies. Can you clarify which is correct?

The correct number is one original and three copies.

15. Page Counts - Please confirm or correct our understanding of the following:

a. 11.1 Required Commonwealth Forms – No page count.

Yes, no page limit for Section 11.1.

b. 11.2 Mandatory Information Required From Bidders (Not Scored) – 50 page limit (Not including 11.2.7 10-K Financial Statements).

Yes, financial statements can be excluded from the 50 page limit for Section 11.2.

c. 11.3 Mandatory Information Required From Bidders (Scored) – 40 page limit (Not including Resumes or appendix containing work product examples).

Yes, resumes and “work product examples” can be excluded from the 40 page limit for Section 11.3 except that all resumes must be limited to one page per person and sample report formats (Section 11.3.1.H) must be limited to no more than five pages.