NVRS Questions-Contractual and Technical-Combined 1-19-24.xlsx
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- Solicitation number
- 1605C3-24-R-00005
About this file
This document outlines a solicitation for nurse and vocational rehabilitation case management services. The Department of Labor seeks to award a single contract to provide field nurses, triage registered nurses, and vocational rehabilitation counselors to support the Nurse Intervention Program and Vocational Rehabilitation Program. Services will cover all regions of the United States and its territories. Questions were due by December 21, 2023, with proposals due by February 5, 2024 and award anticipated to allow sufficient time for performance start by April 2024. Pricing will be fixed price. The incumbent contractor has provided these services since November 2020 under contract number 1605C321D0001, with a total ceiling of over $36 million to date.
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Technical
| Nurse and Vocational Rehabilitation Case Management Services Q&A Worksheet RFP 1605C3-24-R-00005 | ||||
| Question # | Question Title | Section Number | Clarifying Question | Government Response |
| 1 | Monthly Regular/Site Visit Reporting | PWS 5.5.8.1 | PWS 5.5.8.1, Monthly Regular/Site Visit Reporting states ": The Contractor shall provide a monthly progress report for each open and/or assigned field nurse intervention case at least monthly. The monthly report is required for all open cases even if only limited services or little activity is performed in the month. (i.e., IWs waiting on test results, or RTW monitoring). The monthly reporting schedule begins on the date of assignment. Each monthly FN report will have a beginning date of service (DOS) and an ending DOS. Subsequent reports DOS will begin on the anniversary date of the assignment and end one day prior to assignment the following month." |
| Can the government clarify the delivery date of those case assignments that occur on the 31st date of any applicable month? How would the dates of service be affected if the assignment crossed over a month such as February? | If a start date falls on the 30th or 31st of the month, for months which end prior to the original start date, the last day of the month should be utilized. For example, case assignment 12/31/2023. Initial field nurse report DOS 12/31/2023 to 01/30/2024, next progress report 1/31/2024 - 2/29/2024, next report 3/1/24 to 3/30/24, next report 3/31/2024 - 4/30/2024, next report 5/1/2024 - 5/30/2024, next report 5/31/2024 to 6/30/2024. | |||
| 2 | Submission Requirements | Section L, Subfactor 2, List of Proposed Contractor Personnel | The instructions of offerors for Subfactor 2 - Staffing Requirements on page 103 states that The Offeror shall "submit a staffing plan (List of Proposed Contractor Personnel) that proves the Contractor will be able to [p]provide an adequate number of qualified Contractor’s Rehabilitation Counselors (RCs), Field Nurses (FN) and Triage Registered Nurses (TN)..." and then later reads "The Staffing plan/list of contractor personnel must detail the proposed individual’s name, title, education, current position with the Offeror, and employment history." |
| Are offerors required to provide this information (name, title, education, current position and employment history) for all RCs, FNs and TNs that will be providing these services with their proposal or only for the key personnel? | Subfactor 2 was updated to include: The Staffing plan/list of qualified Contractor’s RCs, FN and TN must detail the proposed individual’s name, current position, current location, state and region TN or FN are licensed to service. At a minimum, the staffing plan shall clearly demonstrate that ability to perform the required services for the estimated volume of cases. Also, a template has been added for utilization in this requirement. | ||||
| 3 | Personnel | PWS 1.6.8.2 | PWS 1.6.8.2 refers to "Quality Control Analysts (QCA)", however, everywhere else in the solicitation, these personnel are referred to as Quality Assurance Analysts (QAA). Which is the proper title for these key personnel? | All references to "QAA" have been amended to "QCA". | |
| 4 | Conflict of Interest | 1.6.8.9 Conflict of Interest | How does the government envision the tasks of this solicitation impacting the other types of contracts providing medical, vocational, and/or case management services to other Federal agencies? | The Contractor, RC, FN or TN may perform work for, or have a relationship with, one or more federal agencies or programs, serving in a dual role with the IWs would create a conflict of interest. For example, an Offeror may have Federal contracts providing vocational rehabilitation services to the Department of Veterans Affairs (DVA), but no Contractor’s RC, FN, or TN may provide services to any individual in both DOL and DVA capacities. An assigned Contractor’s RC, FN, or TN may only work with an IW for the FECA/LHWCA program; if an IW is also entitled to receive services as a veteran for DVA, a separate counselor must be used, and a separate file must be maintained. | |
| 5 | Conflict of Interest | 1.6.8.9 Conflict of Interest | Will the implementation of this program reduce or eliminate the need for the types of contracts or services with agencies (medical, vocational, and/or case management services) identified as cause for conflict of interest? | The award of this contract will not be bundling/consolidating other procurement requirements for goods or services previously performed under separate smaller contracts. Regarding conflict of interest, please see answer above. | |
| 6 | Personnel | 5.2.3 Provide Sufficient Qualified Personnel to Support Tasks as Defined in the PWS | Please confirm the Contractor has flexibility in assigning an alternate RC to make an on-site visit if/when the assigned RC is not the closest in proximity to the location of the visit. | See 1.6.6 Place of Performance. " Although FN/RC assignments are primarily telephonic and/or virtual, depending upon the needs of the case there may be a situation which requires an onsite visit. Therefore, it is important that the FN/RC is located within a reasonable proximity to the IW. RCs/FNs should be within a reasonable proximity to the IW whether telephonic or in person assignment. When the IW lives in a rural area the proximity to the IW may exceed the normal commuting distance requirement." While it is not prohibited to request a reassignment in the event a site visit is needed, the expectation is that the Contractor assign FN/RC within a reasonable proximity to the IW. | |
| 7 | Personnel | 5.2.3 Provide Sufficient Qualified Personnel to Support Tasks as Defined in the PWS | Section 5.2.3 outlines the following maximum caseload volumes. While these are reasonable in most cases, there are times when these volumes can be reasonably exceeded due to the acuity of each case. For instance, RC services focused on the 60 day post-employment monitoring are far less time consuming than those in the 90 day re-employment phase. Please confirm that these caseload maximums have some flexibility and can be exceeded when the RC’s quality outcomes exceed established benchmarks and the nature of the overall caseload allows for additional RC capacity. |
o FN caseload not to exceed: 35 open cases.
o TN caseload not to exceed: 20 open cases.
| o RC caseload not to exceed: 30 open cases | The contract further states that-- The Contractor shall not assign cases in excess of the below without prior approval of the FECA program. There is consideration for such instances, the contractor would need to request FECA program management approval for the FN/TN/RC to exceed the maximum caseload volume. | ||||
| 8 | Transition-In Services | 5.9.2 Transition-in Services | For the purposes of our Transition-In plan, please advise if existing open FN, TN, and RC claims will be reassigned to the selected Contractor. If so, please provide census data of the quantity of open FN, TN, and RC claims open at this time. | TN cases are only open for 7 to 14 days max, therefore, the selected Contractor would receive only new referrals. The current open case counts are 1260 RC claims, 3860 FN claims and 75 TN claims. | |
| 9 | Instructions | Technical Volume Instructions | Throughout the Instructions for the Technical Volume, the cited PWS Sections do not align to the Task Areas within the actual PWS. For example, the instructions regarding Triage RN Case Management cite PWS Section 5.6, but the this work is covered in Task 5 of the PWS (Section 5.5). This is the case in several areas - it seems the numbers are off by one. Please review, clarify, and update. | PWS has been amended to fix numbering. | |
| 10 | Resumes | Instructions D.I, Subfactor 2.2; PWS 1.6.8 | The government has stated the following in the Instructions: |
2. Submit resume for proposed Contract Manager, QAA, and Trainer. Resumes must meet the general experience requirements stipulated under Section 1.6.8-Special Qualifications of the PWS. Resumes fall under supporting documentation and are excluded from the Offeror’s proposal page count.
But then at 1.6.8.2 have the following title:
1.6.8.2 Quality Control Analyst
| Would you be able to clarify the roles? Are they different roles, or has QAA been changed into QCA? Please clarify. | All references to "QAA" have been amended to "QCA". | ||
| 11 | Pricing | 1.6.8 Special Qualifications |
1.6.8.1 Contract Manager
1.6.8.2 Quality Control Analyst (multiple)
1.6.8.3 Trainer and Subject Matter Expert
| Pricing sheet does not include the mandated positions mentioned in section 1.6.8, Special Qualifications. How does the proposect include/indicate pricing for these positions? | |||||
| 1.6.14 states: The cost for the contract management services, contractor personnel trainings, monthly critical reports, and additional support services described under Task 1- 2 and 6-9 shall be incorporated into the pricing of the expense billing. | |||||
| 12 | Contractor FN Communication with CE | 1.2.1 | The RFP indicates one form of ongoing communication between the Contractor's FN and the FECA CE is through uploads of a memo into DMP. Currently, is this memo uploaded manually into DMP by the Contractor's FN, or is it uploaded via an Electronic Data Interchange (EDI) from the Contractor's system into DMP? | This is currently a manual upload by the FN/RC/TN or Contractor into DMP. | |
| 13 | Contractor FN Assignment Criteria | 1.2.1 | What criteria does the Government provide for the FECA SN to follow when determining and/or identifying an assignment to the Contractor's FN? Is the RN referral criteria strictly based on an IW losing time from work? | The FECA claims examiner determines whether the case is referred for FN assignment. One of the criteria is that the IW is losing time from work. There are rare occasions where a Task assignment is completed to assist with specific tasks where there is no wage loss. | |
| 14 | FECA CE and FECA SN Integration with Contractor RN | 1.2.1 | Is the Government interested in granting the FECA CE and/or FECA SN browser access to the Contractor's system of record to create an electronical communication with the Contractor's RN and facilitate their access to all medical and clinical documentation and information gathered by the Contractor RN? | The FECA case file is an official legal record. All documentation and communication must be contained in the file. The Government is interested in electronic communication/transmission of information and would be willing to consider, if presented, any technology opportunities the Contractor is capable of providing. | |
| 15 | OWCP TN Program | 1.2.2 | Do all new on-duty injuries flow through the TN Program, or just those that begin to lose time from work? | No, only cases which fit a specific criteria set by FECA. See 5.5.1 Contractor’s Triage Registered Nurses (TNs) are Registered nurses assigned in cases where the IW has immediate time loss and has not returned to work within a specified number of days following the date of work stoppage. | |
| 16 | OWCP TN Program | 1.2.2 | If the criteria for assignment to the OWCP TN Program is the advent of lost time, what is the average duration from the date of injury to the onset date of lost time? | TN case criteria include that the IW has immediate time loss and has not returned to work within a specified number of days following the date of work stoppage. See 5.5.1 | |
| 17 | OWCP TN Program | 1.2.2 | For the current calendar year, what is the average lag time from the date of injury to the date of notification? | Traumatic injuries are usually filed with 30 days and must be for an IW to qualify for COP. Individual employing agencies are responsible for filing the claim following injury. | |
| 18 | OWCP TN Program | 1.2.2 | How are new on-duty injuries reported to OWCP and the FECA CE? | The IW and Employing Agency complete a form CA1 for a traumatic injury or a CA2 for an occupational disease injury and, for the most part, file them electronically via the ECOMP system. More information can be found here: https://www.ecomp.dol.gov. For additional information re: ECOMP there are self-paced training modules here: https://www.dol.gov/agencies/owcp/FECA/icstraining#instructor | |
| 19 | OWCP TN Program | 1.2.2 | Is the OWCP TN Program set up to maintain ongoing interaction with the IW, CE, medical provider, and EA, or is the TN Program geared to move the claim away from the triage process upon the completion of the initial triage interaction that allows for the formulation of next steps of medical case management? | The TN case assignment is a 3 point contact and closure within 7 days. The TN closes and the CE will determine next case action. See 5.6.2. | |
| 20 | Claim Age - FN Assignment | 1.2.3 | What is the current lag time of an FN assignment, as measured by the date of injury to the date of FN assignment? | This varies by claim type and circumstances surrounding the work stoppage. The expectation is that a FN referral is completed within 7 days of certification of an initial wage loss claim. | |
| 21 | FN Assignment | 1.2.3 | The RFP indicates that FN assignment should take place as soon as the injury occurs and the claim has been approved for a work-related injury and the IW has not returned to work. Is this determination made by the TN Program prior to going to the FN, or are TN and FN assignments made simultaneously for the same claim? | The FECA claims examiner completes a referral for the FN/RC assignment, the SN/RS review the referral and submit to the Contractor for RC/FN assignment. The TN cases are closed with a recommendation for CE review for FN assignment or may provide a RTW notification. The FECA CE makes referrals. The TN referrals are electronically identified by the FECA claims system and referred to the Contractor for assignment in batches. | |
| 22 | OWCP VR Program | 1.2.4 | Is an assignment made to the Contractor's RC once the FN has obtained a return to work confirmation from the treating medical provider, or does the referral to the RC begin at an earlier stage of the recovery process? If earlier, at what stage in the recovery process does the referral occur? | RC assignments are at the request of the responsible CE. The IW has in most instances reached maximum medical improvement and is losing wages. If a work release is obtained by a FN, the FN will pursue the RTW. However, it is possible that a RC assignment is requested while a FN is assigned, a dual assignment. See PM 2-0811.11 www.dol.gov/agencies/owcp/FECA/regs/compliance/DFECfolio/FECA-PT2/group3#2081111 | |
| 23 | OWCP VR Program | 1.2.4 | Section 1.2.4 states, "Reference Attachment J- DMP Overview additional information regarding DOL Disability Management Portal (DMP)." However, Attachment J-DMP Overview does not appear to have been included. Can the Government please provide this attachment? | Please refer to attachment J. 8 "DMP Overview" | |
| 24 | Quality Assurance Surveillance Plan (QASP) | 1.6.2 | The RFP states that the Government will monitor the Contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP). Can the Government please confirm that the QASP and the Performance Requirements Summary provided in Technical Exhibit 1 are one and the same? If not, can the Government please provide the QASP? | The QASP contains the same requirements as the Performance Requirements Summary provided in Technical Exhibit 1. | |
| 25 | Deputy Contract Manager Qualifications | 1.6.8.1 | Can the Government please clarify whether the qualifications for the Deputy Contract Manager are the same as for the Contract Manager? | By Deputy Contract Manager, it is assumed the question is regarding the "alternate" as discussed in 1.6.8.1. "The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of the resultant contract." The alternate must have full authority to act on all contact matters. The alternate contract manager shall have the same qualifications as the contract manager. | |
| 26 | Training Requirements | 1.6.8.3 | Can the Government provide an estimate of the hours required to complete all Government-required training to begin work as well as the number of hours associated with the annual Government-required training? | Initial RC training - 24 hours live training; Initial FN training - 16 hours live training; Initial TN training - 2.5 hours live training; Annual security/reasonable accommodation training 3 hours (1.6.7.1). | |
| 27 | RC Licensure | 1.6.8.5 | If RCs are licensed, are they restricted to their home state since licensure is not required? For example, if they hold a CRCC Certification but also hold an LPC license, are they restricted to work in their home state? | No | |
| 28 | Contractor Case Management System | Part 3 Government Furnished Property, Equipment and Services | The RFP states that the Contractor shall be responsible for its own case management system for monitoring case activities for quality and timeliness of actions. Will the Contractor be required to upload any historical case file information from the prior contractor into our system as cases are transitioned from the incumbent contractor? | The case will be a new assignment in various stages for Contractor completion. The Contractor will have access to historical documents in the case file. | |
| 29 | OWCP Program | 5.4.2 | Does the OWCP Program have a pre-certification requirement for medical providers to follow to obtain approval before rendering certain types of medical care and/or services? If so, can the Government please provide details on the pre-certification requirements? | Medical providers must be enrolled in the OWCP bill payment portal. Prior CE authorization is required for most dx studies, all surgeries, and some medical treatments. The provider would submit the request for authorization in the bill payment portal and the CE would review for authorization. Additional information can be found at: https://owcpmed.dol.gov | |
| 30 | Contractor FN Case Activities | 5.4.3 | Does the OWCP Program have an approved PPO network of contracted and credentialed medical providers that the Contractor FN may use for referrals to specialists, physical therapy, diagnostics, etc.? | For a provider to treat an OWCP IW they must complete the provider enrollment in the OWCP Medical Bill Processing Portal. There is a provider search available on this site. OWCP has a Fee Schedule. Additional information can be found at: https://owcpmed.dol.gov | |
| 31 | Contractor FN Case Activities | 5.4.3 | If the OWCP Program does not have an approved PPO network of medical providers, can the Contractor FN leverage our direct contracts with PPO and EPO networks for referral management, inclusive of prospective referrals for physical therapy and diagnostic needs? | Yes, OWCP is always looking for opportunities to enroll new providers. | |
| 32 | Overview of TN Activities | 5.5.2 | Do the activities conducted by the Contractor TN also include the ability to recommend FN based on the outcomes of their triage and assessment? | Yes, the TN closure report provides the opportunity for the TN to make recommendations. | |
| 33 | Performance Requirements and Deliverables | 5.5.7.1 | The RFP states that "The Contractor shall complete FN closure actions (including submission of the closure report (“monthly report”) with associated billing/invoice to | ||
| the approved portal within three (7) business days of the Government’s request for case closure and/or expiration of authorized time." Can the Government please clarify whether the requirement should be three (3) or seven (7) business days? | This was a typo; the PWS was edited to reflect "seven (7)" business days. | ||||
| 34 | Performance Requirements and Deliverables | 5.5.7.1 | The RFP indicates the Contractor's FN should not maintain any information (hard copy or electronic) pertaining to the claim once the claim has been closed. Is it the expectation that the Contractor delete all information, inclusive of nurse notes, work status, medical records, etc. from its case management system? If so, this will impact downstream reporting that measures program efficacy and managing Key Performance Indicator (KPI) metrics. | Reference PWS Section 1.6.7- Security Requirements and Section 5.9.1- Task 8 – Access and Use of the Government’s Electronic Portals, including but not limited to, the DMP and CBP Electronic Portals. | |
| 35 | Historical TN Closure Reports | Technical Exhibit 3 | The RFP indicates the historical annual average number of TN closure reports is 18,359. Does this also represent the historical average of IW lost time from work which triggers the assignment to the TN Program? | No, it does not. Only cases which meet particular criteria and timelines are referred for TN services. | |
| 36 | Historical FN Reports/Invoices | Technical Exhibit 3 | The RFP indicates an average of 4 RN reports/invoices per assigned case. Does this indicate that the historical average of cases referred to FN is approximately 10,957 (43,826 reports/invoices / 4 per case)? | No, 10,957 is not the historical average number of cases referred to FN. The average number of reports is not the same as the average number of referrals. Per the evaluation price template, "The established "number of units" for the Nurse Report Regular* is 65% (approximately 28,487) of the annual average of Nurse reports (43,826). There is an average of four (4) Nurse Regular Reports/invoices per every assigned Nurse management case. The average number of labor hours per each Nurse Regular Report/invoice is six (6) hours. |
*As aforementioned, the Registered Field Nurses (FN) complete either Regular Reports or Site visit Reports for each assigned case on a monthly basis. The FNs may also complete SECOP Prep Packets in addition to the Regular/Site Visit Reports, if applicable. The overall bi-annual average of Nurse reports is based on historical data."
| 37 | Historical FN Reports/Invoices | Technical Exhibit 3 | If the historical average of cases referred to FN is approximately 10,957, would it be accurate to assume an FN referral rate of nearly 60% from the TN Program? | No. Many TN cases close without FN assignment and many FN cases are assigned where a TN was not. | |
| 38 | Historical FN Reports/Invoices | Technical Exhibit 3 | The RFP indicates an average of 4 FN reports/invoices per assigned case. Does this indicate the average duration of FN management/activity is 4 months, or approximately 120 days of active FN management? | Per PWS Section 5.5.5.1, FN services are not to exceed 180 calendar days and task nurse not to exceed 60 calendar days. Many will return to work and close prior to that. | |
| 39 | Travel Time | 1.6.13 and Technical Exhibit 3 | Can the Government please confirm whether travel time is included in the calculation of average task hours? | Per PWS Section 1.6.13 , "All RC/FN travel must be invoiced with the FN/RC Report Site Visit, the site visit report template and invoice/bill will include travel expense reporting for payment. The site visit monthly report flat rate is inclusive of wait time and travel expenses. However, travel mileage is paid separately. " | |
| 40 | Travel Time | Technical Exhibit 3 | Can the Government provide additional data on staff travel, to include how many cases required staff travel; how many individual staff travelled; and where they travelled to (i.e., in which regions)? | Regions with the higher case counts would have the most travel. We have no way of identifying what staff travelled and this data would be inaccurate due to COVID-19 restrictions. | |
| 41 | Annual Case Data Since Contract Inception | Technical Exhibit 3 | Can the Government provide case data since contract inception in 2020? The Government provides estimated annual data in Technical Exhibit 3; however, this data mirrors the 2022 data listed in the prior cancelled solicitation. Can the Government provide a yearly breakdown of case data since 2020 to assist bidders in developing competitive pricing? | Technical Exhibit 3 provides estimated average annual data based on historical information. This information is sufficient to develop competitive pricing. No additional case data is available at this time. | |
| 42 | Staffing Plan (List of Proposed Contractor Personnel) | Instructions to Offeror, Subfactor 2 Staffing Requirements | The instructions for Subfactor 1 Staffing Requirements state the staffing plan/list of Contractor personnel must detail the proposed individual’s name, title, education, current position with the company, and employment history. Can the Government please confirm that this part of the staffing plan applies only to Key Personnel? | Subfactor 2 was updated to include: The Staffing plan/list of qualified Contractor’s RCs, FN and TN must detail the proposed individual’s name, current position, current location, state and region and if TN or FN, state(s) licensed to service. At a minimum, the staffing plan shall clearly demonstrate that ability to perform the required services for the estimated volume of cases. Also, a template (J.7) has been added for utilization in this requirement. Resume is only needed for proposed Contract Manager, QCA, and Trainer. | |
| 43 | Transition CLIN | Attachment J.3 Pricing Template | Given the long transition period, would the Government consider adding a transition CLIN? | No. The Government estimates a period of not-more-than 160 days will be required from contract award to prepare the Contractor for Assumption of Services from agents currently performing nurse and vocational rehabilitation services on behalf of the Government. Active cases may be transferred to the Contractor on an agreed upon date and before the 160 days. As soon as the contractor is assigned active cases, the contractor can bill the Government as detailed under PWS Section 1.6.14-Pricing and Payment for Services/Contractor Invoicing/Billing. | |
| 44 | ODCs | Attachment J.3 Pricing Template | The pricing template does not include the number of units or costs for ODCs, although the assumptions in Column U indicate that the total cost is based on average ODC costs for FY 2022 plus a 3% increase. Can the Government please provide the missing information, or clarify the assumptions? | ODC are specific to each offeror. Hence, the Government cannot provide and ODC estimate. The Pricing template has been updated to delete the language included in the assumption. | |
| 45 | Format Clarification | Addendum- Instructions to Offerors Section C. Page Count | The page limit column for 'Staffing Plan' has great detail. Is this to indicate the Staffing Plan should be separate from the rest of the Volume I Technical file? | A separate template (J.7) to list the Proposed Contractor Personnel has been added for utilization in this requirement. | |
| 46 | Staffing Plan | Subfactor 2. Staffing Requirements and Technical Exhibit 1. PRS #2 | Do we need to submit resumes for the Contract Manager, QAA, and Trainer in the RFP bid, or within 160 days of award | Per the Instructions to Offerors, "Submit resume for proposed Contract Manager, QCA, and Trainer. Resumes must meet the general experience requirements stipulated under Section 1.6.8-Special Qualifications of the PWS." Submit resumes with the RFP Bid. | |
| 47 | Clarify size | Solicitation page 1 box 10. size standard | What timeframe does the 20.5M cover? 1 yr. 3 yrs., 5 yrs.? | This refers to the small business size standards for the NAICS code. Refer to: https://www.sba.gov/sites/default/files/2023-06/Table%20of%20Size%20Standards_Effective%20March%2017%2C%202023%20%282%29.pdf | |
| 48 | Instructions to Offerors | C. Page Count - Staffing Plan | You mention letters of commitment for key personnel should be limited to 1 page. Do you have a format for this letter? What language should it include? | No template can be provided at the time. | |
| 49 | Percent of cases with ancillary services | 5.3.2. Voc Rehab Services, p. 31 | What percentage of your annual cases require facilitation for ergonomics, modifications, life care planning or catastrophic case management services? | Less than 8% of VR cases are medical management cases | |
| 50 | Virtual consults | 1.4 Scope | PWS - "Contractor’s RC services as provided in Section 5.4 of this PWS. Contractor’s RC services are provided telephonic or in person/fact-to-face, | ||
| depending upon the needs of the case." Will the government consider Virtual Consultations? | Yes, virtual and/or telephonic. FN/RC assignments are primarily telephonic and/or virtual, depending upon the needs of the case there may be a situation which requires an onsite visit (1.6.6 and 5.3.2) | ||||
| 51 | 1.6.6 Place of Performance | PWS - "The work is to be performed throughout the United States, its possessions, territories, and trust territories. Contractor staff shall not work at OWCP | |||
| locations. The contractor staff shall work at the vendor’s site or other location designated by the vendor." Will contractor be assigned regions, how will the areas of performance be determined? | The Contractor is responsible for employing FN/RC/TN to cover all regions. The regions are listed in Technical Exhibit 4. | ||||
| 52 | Security Software | Part 4 Furnished Items | Does the government have a preferred security software to be used? | This information is detailed in Section 1.6.7.1 and Part 4 of the PWS. | |
| 53 | Conflict of Interest | Page 4, Performance Work Statement (PWS), Part 1.1, Description of Services/Introduction | Will all of the trained Vocational Rehabilitation and Field Case Managers who are currently working with OWCP be allowed to accept files outside of the assigned RFP? | As long as there is no conflict of interest as defined in 1.6.8.9. | |
| 54 | Subcontract | Page 4, Performance Work Statement (PWS), Part 1.1, Description of Services/Introduction | Will you consider splitting the regions among several vendors instead of one main vendor? | Yes, if in a subcontractor capacity. | |
| 55 | Subcontract | Page 4, Performance Work Statement (PWS), Part 1.1, Description of Services/Introduction | Will you consider splitting the services to separate vendors for Field Case Management and Vocational Rehabilitation? | Yes, if in a subcontractor capacity. | |
| 56 | Technology | Page 26, PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES, Minimum IT requirements | Does the "Operating System and Browser Information (Appropriate for all DMP users)" include Windows 11? | Yes, this portion of the PWS has been updated. | |
| 57 | Medical | PWS 5.3 | What company is responsible for utilization review and authorization of medical treatment plans, surgery etc.? | Authorization of medical treatment is at the discretion of the FECA CE. Additional information is available at owcpmed.dol.gov . The FN shall have access to the FECA medical bill pay portal to assist providers and CEs. See 5.3.4 | |
| 58 | Pricing | Section C, 1.6.8 | Can the Government provide an estimate of the number of hours a typical RC, FN & TN work per year/week? | No. We do not have access to the average hours worked by Contractor employees. | |
| 59 | Staffing | Section C, TECHNICAL EXHIBIT 3, 3(a), and 3(b), page 63 | Can the Government identify which states are currently understaffed? If so, can the Government identify the vacancies in those states? | The information provided in Technical Exhibit 3 is a projection of what would be necessary based on historical data. It does not reflect current staffing levels of the contractor. See also page 62. | |
| 60 | Staffing | Section C, TECHNICAL EXHIBIT 3, 3(a), and 3(b), page 63 | Are the current employees performing these services independent contractors? | Current services are provided via one nationwide contractor. | |
| 61 | Staffing | Section C, TECHNICAL EXHIBIT 3, 3(a), and 3(b), page 63 | Can the Government provide an estimate of how long a typical professional visit is with a RC, FN & TN is? | This information is provided on Technical Exhibit 3. | |
| 62 | Pricing | Attachment 3 - Pricing Template | How should offerors incorporate pricing for travel for the RCs and FNs into the pricing worksheet? | PWS Section 1.6.13 states All RC/FN travel must be invoiced with the FN/RC Report Site Visit, the site visit report template and invoice/bill will include travel expense reporting for payment. The site visit monthly report flat rate is inclusive of wait time and travel expenses. However, travel mileage is paid separately. The Government may approve Other Direct Expenses related to travel. The contractor shall provide a justification for the proposed expense for review and approval. |
Contractor’s FN/RC can be paid mileage at the GSA reimbursement rate for all travel. " The Pricing template provides an established "number of units" for the Nurse/RC Travel GSA Milage Charge which is based on the average number of miles billed in a 12 month period per historical data. The "per unit rate "is based on the GSA Mileage rates: https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-mileage-rates/pov-mileage-rates-archived.
| 63 | OWCP NIP | 1.2.1 | QCM - is this a position within the OWCP? How does the QCM interact with Nurse Case Management services? | QCM is "Quality Case Management" is it a OWCP initiative aimed at RTW. When an IW is losing wages and in the NIP or VR program the case may be referred to as a QCM case. |
| 64 | Referrals | 1.2.3 | Staff Nurse -does this nurse decide which claims are referred to NCM? Or only FCM? | The FECA claims examiner determines whether the case is referred for FN assignment. One of the criteria is that the IW is losing time from work. There are rare occasions where a Task assignment is completed to assist with specific tasks where there is no wage loss. |
| 65 | Referrals | Are all claims referred to NCM on day one of the injury/ illness? TN | No | |
| 66 | FN Services | 5.4.4 | Do NCM report updates to SN and CE? | Reference PWS Section 5.5.4- General Nurse correspondence and Interim Communication. The FN provides critical activity updates to the FECA CE. |
| 67 | Training Requirements | 1.6.8.3 | Training - does the OWCP have a designated trainer to assist the select vendor in developing training documents? | Initial training materials will be developed in coordination with the FECA program. The Government will provide technical direction and guidance, and at its discretion, may attend or conduct training. Assistance may include training content, oversight and subject matter experts. |
| 68 | OWCP TN | 1.2.2 | How does the TN notify the CE that a claim should be referred to FCM? | The TN will provide recommendation upon closure. | |
| 69 | OWCP FN | 1.2.3 | When FN is assigned, does the FN decide if telephone or face to face is appropriate or does this need approval? | The FN assignment is telephonic until a field visit is necessary. No prior authorization is required to attend a medical appointment when appropriate. | |
| 70 | MBE | FECA BULLETIN NO. 18-04 | MBE referral for medication management, where does this type of referral come from ? Does the SN need to approve? | All referrals come from the FECA CE (MBE) and are screened by the SN. | |
| 71 | MBE | FECA BULLETIN NO. 18-04 | please describe the role of the MBE | See FECA Bulletin No 18-04. (www.dol.gov/agencies/owcp/FECA/regs/compliance/DFECfolio/FECABulletins/FY2016-2020#FECAB1804 ) MBEs are responsible for reviewing and evaluating entitlement to compounded drug and opioid prescription medications and any related requests. They are also involved in ancillary duties that may arise during such medical case evaluation, to include claim expansion (inclusion of new, additional conditions based on medical evidence; approval and denial of treatment regimens; and/or issuance of decisions regarding entitlement to medical care) | |
| 72 | Referrals | How are case referrals and assignments tracked? | Case referrals are moved into DMP by the SN. The Contractor would assign the case in DMP to the FN/RC. Referrals and open cases are housed in the DMP. | ||
| 73 | OWCP VR | 1.2.4 | Is the role of the FN to determine when RS services are required or is this determined by CE or SN? | The FN may make recommendation but the CE makes the determination and referral for VR services. | |
| 74 | RC Services | 5.3.4 OR 5.7 Task 7 | Who does the RC report to at OWCP? | See 5.3.4 General VR Correspondence. The RC will communicate with the RS. The FECA RS will provide guidance to the FECA CE. The FECA RS is the primary contact for RC. If the question is with regard to the employment relationship, see 5.8 Task 7 "The Contractor retains sole discretion and authority in issuing disciplinary actions, including warnings and termination based on the Contractor’s policy and procedures, but shall advise OWCP of the actions taken to address noted deficiencies." " | The Government reserves the right to exclude an RC/FN/TN from participating in the FECA Program based on past or current performance or conduct.. the RC is a direct report of their employer the Contractor." |
| 75 | Quality Control | 1.6.1. | Will the contractor have the ability to work with OWCP on developing the quality control plan? | FECA program management is willing to review the quality control plan and communicate recommendations for changes prior to approval by the CO and COR. | |
| 76 | Trainer | 1.6.8.3 | Will the contractor have the ability to work with OWCP on developing the training program for RN and RC? | Yes. Initial training materials will be developed in coordination with the FECA program. The Government will provide technical direction and guidance, and at its discretion, may attend or conduct training. Assistance may include training content, oversight and subject matter experts. |
77 Task 2 Training 1.6.8.3 Will the contractor have the ability to work with OWCP on developing the training program for RN and RC? Yes. Initial training materials will be developed in coordination with the FECA program. The Government will provide technical direction and guidance, and at its discretion, may attend or conduct training. Assistance may include training content, oversight and subject matter experts.
| 78 | GENERAL | 1.6.7 Security Requirements | Is the required Security Awareness Training mentioned in 1.11.2 DOL's training, or is the contractor required to have Security Awareness Training Program? | See 1.6.7.1 "The Contractor shall comply with the Computer Security Act of 1987. All products and deliverables developed under this PWS shall comply with DOL Computer Security guidelines and the guidelines contained in OMB Circular A-130." |
| 79 | PII | 1.6.7 Security Requirements | Is the handling of PII training mentioned in section 1.11.7 DOL's training, or is the contractor required to have Handling PII Training Program? | See 1.6.7.1 "The Contractor shall comply with the Computer Security Act of 1987. All products and deliverables developed under this PWS shall comply with DOL Computer Security guidelines and the guidelines contained in OMB Circular A-130." |
| 80 | Licensing | 1.6.8.6 Contractor's FN/TN/RC Licensing Certification and 5.6.3.1 Licensure and Certification Report | For the credentialing process, does a verification for their license and certification suffice for proof to send to DOL? | 1.6.8.6 The Contractor shall retain all documentation supporting hiring and shall provide it for the Government’s review upon request, the evidence supporting the minimum license and practice requirements (and any certification). In addition 5.6.3.1, this information is provided to OWCP in a quarterly report but must be produced upon OWCP request. |
| 81 | Staffing Plan | Technical Exhibit 3 | What are the current levels of Vocational Rehabilitation Counselors per state currently utilized? | Refer to Technical Exhibit 3. |
| 82 | Quality Control | Case management software is a solution to tracking and streamlining case work flows for TN, FN and RC. Is the DFEC open to working with the contractor to streamline the current process, make changes to current roles and develop best practice based on industry standards? | Yes, within the provisions of the PWS and DFEC policy and procedure. | |
| 83 | Quality Control | To better understand the program and to ensure Quality Control standards meets that of DOL, could the government please provide their Quality Assurance Plan ? With that could they please provide responsibilities of CE and SN to ensure quality control to provide best practices for DOL? | The QASP contains the same requirements as the Performance Requirements Summary provided in Technical Exhibit 1. Reference the Performance Requirements Summary provided in Technical Exhibit 1. | |
| 84 | GENERAL | Is the COR assigned involved in the day to day activities of the district offices? The COR monitors the contract but will he/she be involved in the designing of the program and implementation? | A COR will be delegated under separate cover after contract award. Per the FAR 1.604, the COR assists in the technical monitoring or administration of a contract (see 1.602-2(d)). Some of the COR duties are detailed throughout the PWS and in Technical Exhibit 1. | |
| 85 | Performance Requirements and Deliverables | PRS | What criteria do the auditors use to review the files? | Criteria contained in Task 3, Task 4, Task 5, and Task 6. See Technical Exhibit 1, PRS. |
| 86 | DMP | Is the DFEC able to manage complete electronic records? Is the current system used by the FN able to send and receive secure emails within the system? | The FECA case file is fully imaged. The FN/RC/TN have access to view, download, and upload case file documents within DMP. | |
| 87 | Employee Conduct | 1.6.8.8 Employee Conduct | Employee conduct: The Nurse Intervention Program NIP is committed to assisting workers recover from their injuries – the contractor will need to understand the focus and culture of the DFEC and regional offices. What is the message they want to send down to the injured employee, their providers and their employers? Will the FN be required to wear a name tag and present business card to employee and provider? | 1.6.8.8 All employees or Subcontractors shall be responsible for interacting professionally with IWs, physicians, healthcare professionals, employers, FECA staff, attorneys, union personnel, and other Government designees including other Contractor’s RCs, FNs, and TNs. (One case may have a RC or FN assigned simultaneously). Contractor employees or Subcontractors shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States Government, the Department of Labor, or the Office of Workers’ Compensation Programs. |
| 88 | Travel Time | 1.6.13 | Commuting: What is the process for documenting additional travel time? Can this be approved at the time of the referral rather than request at the time of travel? | See 1.6.13 The following cover Contractor’s RC/FN travel expenses: |
• All RC/FN travel must be invoiced with the FN/RC Report Site Visit, the site visit report template and invoice/bill will include travel expense reporting for payment. The site visit monthly report flat rate is inclusive of wait time and travel expenses. However, travel mileage is paid separately.
• The Government may approve Other Direct Expenses related to travel. The contractor shall provide a justification for the proposed expense for review and approval.
o Contractor’s FN/RC can be paid mileage at the GSA reimbursement rate for all travel.
o Parking costs and toll costs are reimbursed at the actual rate.
o These charges will be included in the FN/RC Report Site Visit template for submission with the monthly report/invoice/bill.
| 89 | Performance | 5.4 Nurse Case manager Services | Please share the requirements or tool used to audit or assess a completed report. Please provide performance standards that the FN will be examined by. How will DFEC identify a report or visit requiring a correction of re-performance? | All monthly and closure reports are reviewed for completeness and accuracy prior to approval for payment. Requirements are outlined in 5.5.8. Deliverables are outlined in 5.5.8.2. All performance requirements are stated in Technical Exhibit 1 Performance Requirements Summary. |
| 90 | Quality Control | Do all district offices use the same forms and process flows? Please provide. | Yes the FN and RC documentation and correspondence are templates. FECA will provide templates upon award. Some similar examples can be found in the Nurse and Rehab Handbooks. https://www.dol.gov/agencies/owcp/FECA/regs/compliance/DFECfolio/FNHB-PT1 and https://www.dol.gov/agencies/owcp/FECA/regs/compliance/DFECfolio/RCHB/part1 The FECA claims process is consistent with the FECA Procedure Manual. | |
| 91 | Hours of OP | 1.5.6 | How does DOL manage the weekly schedule of the field nurses? | OWCP/DFEC does not manage the schedule of Contractor employees. See 1.6.5 re: Hours of Operation. |
| 92 | RC Licensure | 1.6.8.5 and 1.6.8.6 | Qualified personnel: Not all rehabilitation counselors are certified or may require certification in the state they practice. Will this be acceptable to the DFEC for this contract? | See 1.6.8.5 and 1.6.8.6 Re: RC License/Certification requirements. |
| 93 | Staffing | 1.6.8.4 General Experience | Registered Nurses – Many nurses have the experience in workers compensation case management but are not certified in CCM or COHN. Will this be acceptable? | See 1.6.8.4 these are preferred but not required. |
| 94 | DMP | Secure transmission of documents when the web site is not operational: How often does this occur? What is the turn around time for the system to be repaired? How does the DFEC manage documents when this happens? | Interruption for maintenance occurs in the evening or weekends and advanced notice is provided. System outages occur rarely and when it does occur it is only for a short period of time. | |
| 95 | Performance | Part 5, Task 3-4 and PRS. | Please clarify what is meant by assurance of timely delivery and uploading of documents and invoices. | Submission of billable work products to the approved portal (bill pay portal) and/or submission of interim communications to the DMP within the timeframes outlined in the PWS Part 5 Task 3-5 and Technical Exhibit 1, PRS. |
| 96 | RC Services | 5.3 Task 2 | Please clarify the tools and assessments that are required to be implemented by the RC when performing activities. | See 5.3 Task 2. Additional information can be located in the VR Handbook at : www.dol.gov/agencies/owcp/FECA/procedure-manual |
| 97 | RC Services | Will the DFEC allow telephonic assessment and or VTC meetings when a RC is not available within reasonable distance? | Yes, the expectation is that FN and VR services are generally telephonic. | |
| 98 | Conflict of Interest | 1.6.8.9 | Please explain the rational behind the restriction that the contractor can not use a RC performing work for another agency. | An RC and/or FN should not be working with the same claimant for two federal agencies. For example, FECA is not a retirement program, our intent is to return a claimant to productive work. The VA however may be trying to get disability rating for retirement benefits, which would be contradictory to what FECA is attempting to do with a case. Another issue the employing agency may be paying twice for the services of one individual. FECA charges back costs to the Federal Agency where the claimant was injured. |
| 99 | Training | 1.6.8.3 | Regarding training, are you requiring the contractor to build their own manuals or use the current DFEC training materials? | Yes. Initial training materials will be developed in coordination with the FECA program. The Government will provide technical direction and guidance, and at its discretion, may attend or conduct training. Assistance may include training content, oversight and subject matter experts. |
| 100 | DMP | ECOMP and DMP – do these systems communicate with each other? | Yes, but it is minimal. | |
| 101 | DMP | What fields in ECOMP or DMP do the TN, FN, and RC complete? | The FN and RC do not complete fields in DMP. The TN will enter telephone calls and add notes. | |
| 102 | Reporting | Is there standard reporting for FN and TN throughout all districts? | Yes. Reporting templates are required to standardized communication. The Nurse and VR program is housed in National Office and services all field offices. | |
| 103 | GENERAL | Will all district offices be required to perform to the guidelines outlined by the contractor and the DFEC COR? | The Contractor will perform to the guidelines outlined by the Government in the NVRS Contract. | |
| 104 | Medical Auth/Bill pay | 5.4.3 | What company is responsible for utilization review and authorization of medical treatment plans, surgery etc.? | Medical authorizations and billing information can be found at: https://owcpmed.dol.gov. The FECA CE has the sole authority to authorize medical treatment and surgery. |
| 105 | Billing case monitoring | How will the FN and TN coordinate efforts with this Utilization Review Third Party Administrator (TPA)? | There is no TPA. | |
| 106 | Billing case monitoring | Will the DFEC be extending a contract for TPA services in the future? | OWCP cannot comment on potential for future contracts or other contracts in general. | |
| 107 | RTW | 5.3.2 and 5.4.2 | The FN activity includes coordination of return to work. Is there a RETURN TO WORK program, light duty job bank, approved accommodations to accommodate return with restrictions? | Federal agencies are engaged in PEER a RTW initiative. Additional information regarding PEER can be found here: www.dol.gov/agencies/owcp/FECA/peer . Additional information regarding RTW can be found in the FECA Procedure Manual here: www.dol.gov/agencies/owcp/FECA/regs/compliance/DFECfolio/FECA-PT2/group3#20814 |
| 108 | RTW | 1.2.3 | For return to work with restrictions who is the contact person to coordinate with the agency? | It could be the FN, RC or the CE. If a FN or RC are assigned to a case they would be facilitating the RTW with the Employing Agency contact. |
| 109 | Training Requirements | 5.3 Task 2 | Nurses work closely with medical providers and support the provider as a team member. Will the FN be trained regarding provider reports, narratives and invoicing to assist the provider in the field? | OWCP will provide assistance with training content and will approve Contractor training materials. See part 5, Task 2 - Training on FECA policies, procedures, and operational requirements. |
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