Questions and Answers 1 - NVRS Solicitation 1605DC-20-R-00014.xlsx
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- 1605DC-20-R-00014
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This document is a request for proposal for nationwide nurse and vocational rehabilitation services. The Department of Labor seeks to award a single firm fixed price contract to provide field nurse, triage nurse, and rehabilitation counselor services to support the Office of Workers' Compensation Programs Division of Federal Employees' Compensation. Key dates include February 7, 2020 for questions and March 2, 2020 for proposal submission. The period of performance consists of one base year and four option years. The contractor must provide services nationwide and comply with all terms and conditions of the resulting contract. Evaluation factors include technical approach, past performance, and price.
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Sheet1
ATTACHMENT 1 - OFFEROR QUESTIONS
Nationwide Nurse and Vocational Rehabilitation Services (NVRS) Solicitation Number 1605DC-20-R-00014
| Question Number | RFP / Solicitation Reference | Question / Comment | Government Response |
| 1 | Page 4, Performance Work Statement (PWS), Part 1, General Information | 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? | GOVERNMENT RESPONSE: The Nurse and Vocational Rehabilitation Services (NVRS) procurement is a pilot acquisition and No “contract” history exists and there is no incument contractor. Therefore, all trained TNs, FNs and RCs may accept files from other sources or agencies, outside the RFP at their discretion. Also, upon contract award all OWCP Vocational Rehabilitation and Field Case Manager services will be obtained through the Governments contract with the successful offeror (awardee) resulting from this RFP. |
| 2 | Page 4, Performance Work Statement (PWS), Part 1, General Information | Will you consider splitting the regions among several vendors instead of one main vendor? | GOVERNMENT RESPONSE: No. We are looking for a single contract. Vendors may of course team/subcontract as needed. |
| 3 | Page 4, Performance Work Statement (PWS), Part 1, General Information | Will you consider splitting the services to separate vendors for Field Case Management and Vocational Rehabilitation? | GOVERNMENT RESPONSE: No. We are looking for a single contract. Vendors may of course team/subcontract as needed |
| 4 | Page 86, Volume 1, Technical, Subfactor 1 | Regarding the requirement to demonstrate "Geographic Availability of Nurse/Counselors throughout the United States, its possessions, territories, and trust territories," do the staff in all these areas have to be hired before the RFP deadline or can they be recruited upon contract award? | GOVERNMENT RESPONSE: At time of proposal submission, the offeror shall provide documentation (e.g. Tables and Illustrations) of the extent of adequate geographical distribution (all 50 states as well as Puerto Rico and the United States Virgin Islands) of required RCs, RN/FNs and TNs. All proposed Nurse/Counselors may be recruited after contract award but the contractor must have the ability to provide all services by the start of performance. |
| 5 | Section H - Special Contract requirements | Will the gov't consider provided plug numbers for the Nurse Other Direct Costs (ODC) listed in both this section and the Attachment 3 - Pricing Worksheet | GOVERNMENT RESPONSE: All authorized travel will be reimbursed at the GSA (General Services Administration) Per Diem Rate for the associated area of service therefore, no pricing worksheet is required. Travel will be billed as "other direct costs" per the CPT codes listed there: NITRA – represents the billing code used to request reimbursement of travel mileage, which is reimbursed at the rate established by GSA per mile and authorized by the OWCP. NPART – represents the billing code used to reimburse parking fees and road tolls, which are reimbursed at the actual cost allowable per the GSA Travel Regulation. |
| 6 | Attachment 3 - Pricing Worksheet | What are the quantity of units listed for the Nurse Other Direct Costs (ODC) and Vocational Rehabilitation Other Direct Costs (ODC) in reference to? | GOVERNMENT RESPONSE: All authorized travel will be reimbursed at the GSA (General Services Administration) Per Diem Rate for the associated area of service therefore, no pricing worksheet is required. Travel will be billed as "other direct costs" per the CPT codes listed there: NITRA – represents the billing code used to request reimbursement of travel mileage, which is reimbursed at the rate established by GSA per mile and authorized by the OWCP. NPART – represents the billing code used to reimburse parking fees and road tolls, which are reimbursed at the actual cost allowable per the GSA Travel Regulation. |
| 7 | Attachment 3 - Pricing Worksheet | How should offerors incorporate pricing for travel for the RCs and FNs into the pricing worksheet? | GOVERNMENT RESPONSE: All authorized travel will be reimbursed at the GSA (General Services Administration) Per Diem Rate for the associated area of service therefore, no pricing worksheet is required. Travel will be billed as "other direct costs" per the CPT codes listed there: NITRA – represents the billing code used to request reimbursement of travel mileage, which is reimbursed at the rate established by GSA per mile and authorized by the OWCP. NPART – represents the billing code used to reimburse parking fees and road tolls, which are reimbursed at the actual cost allowable per the GSA Travel Regulation. |
| 8 | Page 41; Section 5.5.8.a | RFP states "If no entry has been made in DMP when the case is closed, payment will be not be made." We assume a case is closed when an assignment by the Government is terminated and the Contractor has not performed any work on the assignment. Is this correct? If not, please elaborate how and in what instances a case can be considered closed without any entry being made in DMP. Additionally, if contractor has made attempts to contact the IW, EA and/or treating physician, does DMP have a function that tracks this to allow for partial payment for Triage Registered Nurse Services? | GOVERNMENT RESPONSE: Correct. If the Contractor has not performed any work on the assignment, and the case is closed, no payment will be made. If the Contractor has made attempts to contact the IW/EA/physician, DMP will allow for documentation of the same and appropriate payment. |
| 9 | Attachment 2 - Past Performance Questionnaire and RFP pg 89, Section L - Volume II Past Performance (4) | The Past Performance Questionnaire on page 5 indicates returning the completed questionnaire to Johnson.James.M@dol.gov and Capers.Christopher@dol.gov. RFP states to return questionnaire to Casterline.Arnold.P@dol.gov and Capers.Christopher@dol.gov. Please advise correct POC information for returning Past Performance Questionnaires. | CORRECTION: Attachment 2 - Past Performance Questionnaire, page 5 of 5 "PART III. RETURN INFORMATION" Please return this completed Questionnaire via email to 1. Casterline.Arnold.P@dol.gov; and 2. Capers.Christopher@dol.gov. |
| 10 | Section L - Instructions, Conditions, and Notices to Bidders - Format (pg 84) | Will the government allow offerors to use Arial fonts for graphics, headers, and titles within the font size constraints in the RFP? | GOVERNMENT RESPONSE: Per Instructions, Conditions and Notices to Bidders (page 84) "….New Times Roman Fonts are required. Tables and illustrations mayuse a reduced font size not less than 8-point and may be landscaped." Therefore, the Government will allow Ariel Font within 8-points for Graphics, Headers and Titles. |
| 11 | Section L - Instructions, Conditions, and Notices to Bidders - Resumes #C | The last sentence is incomplete, will the government provide the remaining information? | GOVERNMENT RESPONSE: Please see attachment to Amendment #2 entitled "M - Evaluatioin Factors for Award" |
| 12 | Page 17: Section 3.1 | Will the Governmnet provide contractor space at the District office for use and/or training | GOVERNMENT RESPONSE: No. |
| 13 | Section L, 52.212-1 Addendum, Volume I Technical, Subfactor 5, c., page 88 | SubFactor 5, paragraph (c.) is missing the end of the last sentence in the paragraph. Does the Government intend to provide additional guidance on this requirement? | GOVERNMENT RESPONSE: Please see the top of page 89 for additional information |
| 14 | Section L, 52.212-1 Addendum, Volume I Technical, Subfactor 5, c., page 88 | Can the Government clarify if the "list of contractor personnel" referenced is referring to Corporate/Management staff or the rehabilitation counselors and nurses? | CLARIFICATION: At time of Proposal Submission, the offeror's List of Proposed Contractor Personnel shall include a Notarized Statement that includes sufficient and adequate numbers of Corporate Management and Staff to meet contract requirements for the Listed Labor Categories (or Proposed contractor equivalent position). |
| 15 | Section L, 52.212-1 Addendum, Volume I Technical, Subfactor 5, d., page 88 | The instructions for this item reference "MPN", however we are unable to find a reference for this acronym. Can the Government clarify what MPN stands for? | CORRECTION: Paragraph d. The Offeror’s plan shall include the number of projected personnel that will be devoted to NVRS tasks outlined in the PWS, with a specific reference to whether the personnel identified will be devoted solely to the execution of these duties or also handing DFEC tasks in addition to other duties not related to DFEC. |
16 Section C, 1.1.1, page 4 Can the Government clarify if current staff performing these services eligible for hire by the contractor? GOVERNMENT RESPONSE: All current OWCP Nurse and Vocational Rehabilitation Services (NVRS) Agents are eligible for hire by perspective contractors because the NVRS procurement is a pilot acquisition in which No “contract” history exists and there is no incumbent Contractor. In addition, all interested Parties, Agents and Perspective contractors and offerors are encouraged to register with Beta.Sam's “Interested Vendors List (IVL)" as a possible source for recruitment of staff and resources for this RFP. In addition, the Government reserves the right to approve/disapprove all NVRS resources in accordance with the terms and conditions of this Solicitation and the resulting contract.
| 17 | RFP, Section H - Special Contract Requirements and Attachment 3 - Pricing Worksheet | Please clarify the requirements of the Nurse Other Direct Costs (NITRA, NPART, NIPTC) and Vocational Rehabilitation Other Direct Costs (VR003, VR004, VR018). If these ODCs are not services, please consider establishing a cost reimbursable CLIN for travel and ODC. | GOVERNMENT RESPONSE: NITRA – represents the billing code used to request reimbursement of travel mileage, which is reimbursed at the rate established by GSA per mile and authorized by the OWCP. NPART – represents the billing code used to reimburse parking fees and road tolls, which are reimbursed at the actual cost to the FN. NIPTC – represents the billing code used to reimburse long distance telephone call costs, but is only allowable if pre–approved by the SN. The billable amount should equal the actual cost of the call. VR003 – Represents the billing code used to reimburse the RC for vocational testing or transferable skills analysis performed by a provider other than the RC (when the RC has paid the vendor and submitted to OWCP the original receipt and bill for reimbursement). Prior authorization is required. VR004 – Represents the billing code used to request reimbursement of travel mileage, which is reimbursed at the rate established by GSA per mile and authorized by the OWCP. VR018 – Represents the billing code used to reimburse other miscellaneous itemized expenses such as parking fees and road tolls, or other purchases/payments which have been pre-authorized by the RS. Documentation of payment must accompany requests for reimbursement unless otherwise specified by the RS. |
| 18 | Section C, 1.7, page 9 | Can the Government provide an estimate of the number of hours a typical RC, FN & TN work per year/week? | GOVERNMENTS RESPONSE: Approximate total units are provided in the Pricing Worksheet. Unit measures are also listed in the Pricing Worksheet. |
| 19 | Section C, Attachment C, page 52 | Can the Government identify which states are currently understaffed? If so, can the Government identify the vacancies in those states? | GOVERNEMNTS RESPONSE: Vocational Rehabilitation: If "0" RCs are listed in a state or territory on Attachment C it may be assumed that the area is understaffed. Otherwise, in consideration of, but not limited to the following PWS references, the vendor should make a determination regarding how many RCs would be needed to sufficiently meet caseload demands in each area: PWS Attachment B: Case Quantities for FY 19; 1.8 Place of Performance; 1.16 Reasonable Commuting Distance; and 5.3.6 (g) re: specialized skills. The Government reserves the right to determine, review and/or modify the RC staffing requirement as case volumes flucturate, special skills are needed and identified or as Federal regulations or geographic area/territory coverage changes (PWS 5.3.4 k and l). Field Nurse Services: If "0"FNs are listed in a state or territory on Attachment C it may be assumed that the area is understaffed. Otherwise, in consideration of, but not limited to the following PWS references, the vendor should make a determination regarding how many FNs would be needed to sufficiently meet caseload demands in each area: PWS Attachment B: Case Quantities for FY 19; 1.8 Place of Performance; 1.16 Reasonable Commuting Distance; The Government reserves the right to determine, review and/or modify the FN staffing requirement as case volumes flucturate, special skills are needed and identified or as Federal regulations or geographic area/territory coverage changes (PWS 5.4.4 k and l). and 5.4.6 (g) re: specialized skills. Additionally for TN services see(Triage Nurse coverage) 5.5.4 and 5.5.6 |
| 20 | Section C, Attachment D, page 54 | Are the current employees performing these services independent contractors? | GOVERNMENT RESPONSE: Yes. |
| 21 | Section C, Attachment D, page 54 | Are the rates provided in Attachment D the pay rates to the current staff? | GOVERNMENT RESPONSE: Yes. |
| 22 | Section C, 1.8, Page 9-10 | Can the Government identify which district office each state falls under? | GOVERNMENT RESPONSE: This information is available on OWCP DFEC's website located at www.dol.gov. |
| 23 | Section C, Attachment D, page 54 | Can the Government provide an estimate of how long a typical professional visit is with a RC, FN & TN is? | GOVERNMENT RESPONSE: Vocational Rehabilitation: The length of an RC's professional visits will vary based on the type of service or support being provided. Please see the Vocational Rehabilitation Counselor Handbook for detailed information regarding DFEC's vocational rehabilitation services. http://esa.esa.dol.gov/owcp/dfec/procedure-manual.htm FN Services visits vary based on type of service (initial home visit/medical appt/work site visit). Likely a visit would be 15 minutes to 1 hour excluding travel time and extenuating circumstances such as delays at medical appointments. (TN)Triage nurses do not perform site visits. Services are limited to telephonic contact. |
| 24 | Section C, 1.15, Pages 13-14 | Would employees performing under a separate federal contract that may be performing tangentially related duties for a federal customer (i.e. fitness for duty exams, annual physicals, etc.), but that are not performed under the scope of the Federal Employees' Compensation Act be barred from performing services under this contract under Section 1.15 of the PWS? | GOVERNMENT RESPONSE: See Question #65. |
| 25 | Page 1 | Page 1 references a NAICS code of 621999 . Is this the correct NAICS code or is it 624310? | GOVERNMENT RESPONSE: The correct NAICS code for this action is 624310. |
| 26 | Page 1 | James M Johnson is listed as the contracting officer. Is this correct? | GOVERNMENT RESPONSE: The Contracting Officer is Arnold P. Casterline, Jr. at email casterline.arnold.P@dol.gov. |
| 27 | Page 1 | This solicitation is categorized as unrestricted. Please provide the evidence for justifying no set asides to include the details/dates of any labor market research completed to include dates that research was completed in view of the fact that prior solicitation notices for this type of work was set aside for small business. | GOVERNMENT RESPONSE: A small business subcontracting plan has been included as a factor as stipulated in FAR 15.304 |
| 28 | Page 63, 1-93 | There is no apparent preference or evaluation criteria for utilization of small business concerns. Do offers receive any evaluation credit for utilization of small business concerns (SDVOSB, VOSB, MOB, WOB, etc). Is so please detail the parameters of evaluation credit given to offers | GOVERNMENT RESPONSE: See response to Question #27 |
| 29 | Page 90 and attachment 2 | Can offerors utilize copies of CPARS evaluations in lieu of the past performance questionnaires? | GOVERNMENT RESPONSE: As specificed on Page 90 and Attachment 2, please complete and return Attachment 2 Past Performance Questionnaire to the individuals identified on page 5 of 5. In addition, copies of CPARs evaluations may be used to support the section entitled "Are you aware of other relevant past efforts by this company?" |
| 30 | Set Aside Question | When was this Solicitation's "Sources Sought" completed to determine that it should be a Full & Open proposal versus some option of a Small Business Set Aside? If it was last conducted in September 2018, should a more current appraisal of industry capabilties be conducted? | GOVERNMENT RESPONSE: See response to question #27 |
| 31 | Pricing Spreadsheet | When comparing this solicitations pricing spreadsheet against pricing spreadsheet utilized for the 2016 Pilot Soliciation (DOL-OPS-16-R-00037) for District 6, the CLINS of COPTN, NITRA/NPART/NIPTC, and VR003/VR004/VR018 appear to have been updated; however, the remaining CLIN estimates are identical. Will the remaining CLINS of NIP01, NIP00, NIA01, NIA00, VR001, VUNTI, VR002, and VUNT2 be updated to reflect national estimates, or will they be left to reflect District 6 estimates? | GOVERNMENT RESPONSE: The pricing worksheet posted with this solicitation is accurate and up to date. |
| 32 | PWS 1.11.2 | 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? | GOVERNMENT RESPONSE: DOL Training. |
| 33 | PWS 1.11.7 | Is the handling of PII training mentioned in section 1.11.7 DOL's training, or is the contractor required to have Handling PII Traning Program? | GOVERNMENT RESPONSE: DOL Training. |
| 34 | PWS Draft 5.3.4 Task 2 Subtask A (b) | For the credentialing process, does a verification for their license and certification suffice for proof to send to DOL? | GOVERNMENT RESPONSE: Yes. |
| 35 | Section M - Evaluation | Section M – Evaluation Factors for Award states “To receive consideration for award, a rating no less for than “Acceptable” must be achieved for each Subfactor…” However, Section M does not elaborate on the evaluation schema the Government will use for evaluation. Section M further states that the CO may “establish a competitive range comprised of all the highly rated proposals…” This appears to imply that the Government will use an adjectival grading scale (Very Good, Good, Acceptable, Somewhat Acceptable, Unacceptable) versus simply a pass-fail scale (Acceptable/Unacceptable). Please clarify how the Government will evaluate Factor 1 – Technical and Factor 2 – Past Performance to determine the highest rated proposals. | GOVERNMENT RESPONSE: The Government will use an adjectival rating scheme as described in Section M for Technical Factor 1. CORRECTION: paragraph c) The Technical Subfactors in descending order of importance is as follows: Subfactor 1 – Ability to Deliver Required Services Effectively is Significantly More Important than Subfactors 2,3,4 and 5; Subfactor 2 – Quality Control Plan, which is Significantly More Important than 3, 4,and 5 but significantly less important than Subfactor 1; Subfactor 3 – Corporate Experience, which is significantly More Important than Subfactors 4 and 5 but significantly less important than Subfactor 1 and 2; Subfactor 4 – Start-Up Plan / Phase-Out Plan, which is Significantly More Important than Subfactor 5 but Significantly less important than 1,2 and 3; Subfactor 5 – Individual Rehabilitation Counselors and Nurse Experience and Qualifications - Contractor Personnel is significantly less important than Subfactors 1,2,3 and 4. |
| 36 | PWS Draft 5.3.4 Task 2 Subtask A (a) | What are the current levels of Vocational Rehabilitiation Counselors per state currently utilized? | GOVERNMENT RESPONSE: Please see Attachment C. |
| 37 | PWS 1.1.3 | 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? | GOVERNMENT RESPONSE: Yes, DFEC is open to working with the contractor (successful offeror) to streamline the current process, make changes to current roles and develop best practices based on industry standards and within the terms and conditions of the resulting contract. |
| 38 | PWS 1.4, 1.5 | To better understand the program and to ensure Quality Control standards meets that of DOL, could the government please provide their Quality Assurance Plan as mentioned in PWS 1.5? With that could they please provide responsibilities of CE and SN to ensure quality control to provide best practices for DOL? | GOVERNMENT RESPONSE: Claims examiners make adjudication decisions, compensation payments, and manage the general direction of a disability case. Staff nurses manage cases and provide a POC for FN and TN users. They review reports and provide general guidance and support as needed. After contract award, the contractor shall implement the Government Approved QCP (DRAFT QCP required at Proposal submission) to ensure performance in accordance with the Governments Quality Assurance Surveillance Plan"Technical Exhibit 2 -Performance Requirements Summary (Pages 55-59)" and contract terms and conditions. |
| 39 | PWS 1.9 | 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? | GOVERNMENT RESPONSE: The Contractor is responsible for the implementation of the program. The COR may have some involvement in operations and design, and will work with the Contractor on implementation |
| 40 | PWS 1.11.12 | What criteria do the auditors use to review the files? | GOVERNMENT RESPONSE: Audits are periodically performed on DFEC functions and criteria are set for each audit at the discretion of the subagency handling the audit. |
| 41 | PWS 1.11.14 | 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? | GOVERNMENT RESPONSE: Yes. |
| 42 | PWS 1.13 | 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? | GOVERNMENT RESPONSE: DFEC is a return to work program, however, must approach the provision of services in a non–adversarial, unbiased manner. The nurse is expected to deliver nurse case management services in the same manner. The goal of disability mangement is best achieved through a team approach. The FN role is to facilitate and coordinate with the medical providers, the injured workers, the Claims Examiner and Employing Agencys to ensure optimal recovery and to minimize time lost from work. There is no requirement for a name tag or business card presentation currently. The DFEC Field Nurse Handbook may also be referenced for such informaiton at https://www.dol.gov/owcp/dfec/regs/compliance/DFECfolio/FNHB-PT1/ |
| 43 | PWS 1.16 | 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? | GOVERNMENT RESPONSE: Documentation proving mileage from starting point to ending point must be provided. |
| 44 | PWS 3.1.5:Reports | We reviewed PRS36 and #7 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? | GOVERNMENT RESPONSE: The Standard, Performance Threshold, and Method of Surveillance are provided in Tech Exhibit 1, PRS (page 57). Reports will be reviewed for timeliness of submission; notation of work status; evidence of FN proactive actions to ensure timely treatment and return to work (if applicable); timely regular contacts with stakeholders and; FN plan of actions based on current status of injury. Currently if a report requires correction; the report is returned to the FN contractor for correction and resubmission. The DFEC Field Nurse Handbook may also be referenced for such informaiton at https://www.dol.gov/owcp/dfec/regs/compliance/DFECfolio/FNHB-PT6/. |
| 45 | PWS Part 5 | Do all district offices use the same forms and process flows? Please provide. | GOVERNMENT RESPONSE: Yes - all claims examiners in all offices follow the same procedures and use the same forms. TN, FN and RC handbooks are available at https://www.dol.gov/owcp/dfec/procedure-manual.htm . Also note that TN services are currently referred to as COP nurse services |
| 46 | PWS 5.5.2 | How does DOL manage the weekly schedule of the field nurses? | GOVERNMENT RESPONSE: Field nurses set their own schedule. |
| 47 | PWS 5.2.5 | 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? | GOVERNMENT RESPONSE: As per PWS 5.3.4, the Contractor will provide for the Government's review and approval RCs with certification by the Commission on Rehabilitation Counselor Certification (CRC) and qualifications as listed under (e). The vendor may submit and the Government may consider approval of RCs without the CRC on a case by case basis. |
| 48 | PWS Section 5.2.5 | Registered Nurses – Many nurses have the experience in workers compensation case management but are not certified in CCM or COHN. Will this be acceptable? | GOVERNMENT RESPONSE: Yes but all other qualification requirements must be met. |
| 49 | PWS Section 5.2.5 | 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? | GOVERNMENT RESPONSE: The Government cannot provide information regarding future system failures or the turn around time for repairs at this time. Therefore, all offerors must propose a Contingency Plan that ensures continuity of services duriing the entire performance period in accordance with "Emergency Continuation of Essential Services (Contingency Plan)". |
| 50 | PWS Section 5.2.5 | Please clarify what is meant by assurance of timely delivery and uploading of documents and invoices. | GOVERNMENT RESPONSE: Reports/files/documents must be delivered to DFEC within specified timeframes. |
| 51 | PWS 5.3.2 | Please clarify the tools and assessments that are required to be implemented by the RC when performing activities. | GOVERNMENT RESPONSE: Please see PWS 5.3.7 for additional information regarding specific RC activities including vocational evaluation/assessment (j), plan development (k) and job readiness/placement (l). The DFEC Vocational Rehabilitation Counselor Handbook may also be referenced for such information. http://esa.esa.dol.gov/owcp/dfec/procedure-manual.htm |
| 52 | PWS 5.3.4 | Will the DFEC allow telephonic assessment and or VTC meetings when a RC is not available within reasonable distance? | GOVERNMENT RESPONSE: Yes - see technical exhibit #1 |
| 53 | Section 5.3.4, f | Please explain the rational behind the restriction that the contractor can not use a RC performing work for another agency. | GOVERNMENT RESPONSE: The RC may not perform FECA workers compensation work for another agency as it goes to the ability to remain imparital. Also, the RC cannot perform activity for the same IW for the agency and under this contract, regardless of what agency function the RC is being used for |
| 54 | PWS 5.3.5 | Regarding training, are you requiring the contractor to build their own manuals or use the current DFEC training materials? | GOVERNMENT RESPONSE: Policies and procedures, as well as handbooks for TN/FN/RC users are available on the DFEC website. The contractor may use these for training purposes. |
| 55 | PWS 5.3.5 | Ecomp and DMP – do these systems communicate with each other? | GOVERNMENT RESPONSE: The systems are built on a similar platform and perform some similar features. They do not necessarily communicate with each ther |
| 56 | PWS 5.3.5 | What fields in Ecomp or DMP do the TN, FN, and RC complete? | GOVERNMMENT RESPONSE: Training on computer systems will be provided after award. |
| 57 | PWS 5.2.5 | Is there standard reporting for FN and TN throughout all districts? | GOVERNMENT RESPONSE: Yes |
| 58 | PWS 5.2.6 | Will all district offices be required to perform to the guidelines outlined by the contractor and the DFEC COR? | GOVERNMENT RESPONSE: The DFEC COR's will be required to perform in accordance with the Contracting Officer Representative (COR) Responsibilities Guidelines and within contract terms and conditions. |
| 59 | PWS 5.3.3 | What company is responsible for utilization review and authorization of medical treatment plans, surgery etc.? | GOVERNMENT RESPONSE: DFEC Claims Examiners authorize treatment. Contracted TN/FN/RC users may make recommendations for treatment, advise against unnecessary treatment, etc. But the decisions are made by claims examiners. |
| 60 | Part 5 | How will the FN and TN coordinate efforts with this Utilization Review Third Party Administrator (TPA)? | DFEC Claims Examiners authorize treatment. Nurses must coordinate with the claims examiner assigned to the case. |
| 61 | Part 5 | Will the DFEC be extending a contract for TPA services in the future? | GOVERNMENT RESPONSE: Per question 60, there is no TPA asssociated with these services. |
| 62 | Part 5: 5.5.2 | 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? | GOVERNMENT RESONSE: Yes. DFEC has a number of return-to-work initiatives for employing agencies and the FN works with agency contacts and/or claims examiners to provide work restrictions and identify suitable RTW opportunities. |
| 63 | Part 5: 5.5.2 | For return to work with restrictions who is the contact person to coordinate with the agency? | GOVERNMENT RESPONSE: Each agency contact is different depending on agency and geographic location; the information would be provided with each individual case assignment. |
| 64 | Part 5 | 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? | GOVERNMENT RESPONSE: The contractor must ensure all nurses meet qualification requirements in order to meet contract terms and conditions. The Government will provide the contractor all necessary documents, Policies and Procedures to meet contract terms and conditions including required report information/format, narratives and invoicing procedures. |
| 65 | Part 5 | Please explain the rational for restricting the FN from performing case management for DFEC if they are working with other agencies. | GOVERNMENT RESPONSE: The FN may not perform FECA workers compensation work for another agency as it goes to the ability to remain imparital. Also, the FN cannon perform activity for the same IW for the agency and under this contract, regardless of what agency function the FN is being used for |
| 66 | 1.11.7 | Training: Will the government provide training related to NIP online? Will the government travel to the contractor’s location? If a webinar can this be recorded for future training? | GOVERNMENT RESPONSE: The security training referenced in this section will be provided electronically by the Government |
| 67 | 1.11.7 | Does the training include the steps an IW takes to submit a claim? If the TN/ FN understands the process they can support the IW. | GOVERNMENT RESPONSE: This subpart relates to securty training. The contractor may certainly include general FECA training, including claims processing, as a part of training its TN/FN/RC groups. |
| 68 | Part 5 | Please describe this process flow: once an IW submits a claim, how is the claim reviewed to determine if it is compensable? Does the CE and the SN and the TN determine if the claim is accepted? How many claims and open cases does each CE manage in each district office? | GOVERNMENT RESPONSE: The SN/FN do not determine if a claim is acceptable - this is purely a CE function. CE case loads vary. |
| 69 | Part 5 | What percentage of claims submitted are accepted as a compensable claim? What percentage of accepted claims are referred for FN and RC? | GOVERNMENT RESPONSE: Based on historical data, approximately 68% are accepted. 90% of accepted claims in which the injured worker is losing wages are referred for FN services however, due to the nature of these services there is no guarantee that these percentages (or quantities) will apply to the the resulting contract. |
| 70 | Part 5 | The contractor will use their activity billing codes and invoices to manage case activity – is this acceptable for this contact? | GOVERNMENT RESPONSE: The contractor shall bill for medical services in accordance with the mandatory OWCP Fee Schedule, Standard Form (SF)-1449 Blocks 20-24, Optional Form (OF) 334 Blocks A-F, Page 61 "Special Contract Requirements" and OWCP Medical Bill Processing System Instructions. |
| 71 | PWS 5.4.7 | Referal to medical examination: are you requesting the FN determine the need for an IME and present to the CE for authorization? | GOVERNMENT RESPONSE: Yes |
| 72 | PWS 5.3.7 | Please describe “critical activities” that require a 2 day turn around or alert to the DFEC. | GOVERNMENT RESONSE: Notice of return to work, notice of IW noncompliance with services, notification of change in medical status, notification of refusal of offered job |
| 73 | PWS 5.3.7 | How is the critical activities alert communicated to the district office? Who are the recipients of the alert? | GOVERNMENT RESPONSE: Documenation transmitted through the DFEC portal reaches both SN/RS and CE users |
| 74 | PWS 5.5.2 | Requiring the TN to provide instructions to the medical provider – is this process and instructions available in a printed packet or does the TN verbally instruct the provider office? | GOVERNMENT RESPONSE: Instructions can be made available in a written packet |
| 75 | Part 5 | Please clarify how the IW's employer communicates their ability to accommodate work restrictions. | GOVERNMENT RESPONSE: In writing or telephonic to the CE and/or field nurse assigned to the case. In the future, secure electronic communicationn through the DFEC DMP portal may be possible |
| 76 | 1.1.2 | Are the ECOMP and DMP systems capable of emailing, faxing or scanning documents to the medical provider? | GOVERNMENT RESPONSE: No |
| 77 | General | Listing of Nurses: It is our understanding based on the Industry Day that the current staff supporting this program would be available to the awardees. If this is the case, then why would the listing of these personnel be required? | GOVERNMENT RESPONSE: The current staff is eligible for hire; however it is assumed that not all will accept a position with the contractor and that the contractor will need to fill vacancies to meet the geographic availability requirements. Given current staffing levels, it is also expected that additional vacancies will likely need to be filled to meet the contractual requirements |
| 78 | PWS 5.4.4 | RN are required to have an active license in the state they practice – The Nurse Licensure Compact act allows nurses to practice in other NLC states, without having to obtain additional licenses. Will this be acceptable for this contract? | GOVERNMENT RESPONSE: Yes |
| 79 | PWS Part 5 | Please describe how the district office identifies which case will be referred to FN? Ex. Disability duration, condition, risk factor, red flags. | GOVERNMENT RESPONSE: At present, most cases in which the injured worker is losing wages are referred for nurse services. |
| 80 | PWS Part 5 | Please describe the role of the District Staff Nurse. Will the SN provide direction to the FN regarding the goals for the case? | GOVERNMENT RESPONSE: Yes. The SN will review reports and cases and provide general guidance and support as needed to move cases forward. |
| 81 | PWS Part 5 | How often do you require the FN and the CE to review the case to discuss goals for the case? | It varies by case - normally no less than once every 30 days. |
| 82 | PWS Part 5 | Disability guidelines: Which set of guidelines are currently in use? | Currently, DFEC homegrown guidelines. |
| 83 | PWS Part 5 | Will the FN and TN have access to Ecomp to document daily notes and activities? | ECOMP is not where daily notes would be entered. Notes and reports are kept by the nurse and transmitted to DFEC through the DMP portal |
| 84 | PWS Part 5 | Does the system allow the TN or FN to email the CE, SN or employer within the system to provide updates to the claim? | GOVERNMENT RESPONSE: Electronic communication can be submitted through the DMP portal |
| 85 | PWS Part 5 | Medical Director: What is the expectation to review cases with the CMO and the DFEC? What is the role of the CMO for this NIP? | GOVERNMENT RESPONSE: Unsure to what you are referring. Role of any medical director personnel is limited to oversight and the role designated by the contractor. |
| 86 | PWS Part 5 | What is the average amount of hours a FN spends on a case over the 120 days? | GOVERNMENT RESPONSE: Due to the nature of these services there is no information available to provide the average amount of hours a FN spends on a case over 120 days therefore, the Government has provided information in Attachments B and C based on historical data and identified variances. |
| 87 | PWS Part 5 | Case closure: Please describe the reasons the DFEC would close a case prior to RTW? | GOVERNMENT RESPONSE: Expiration of alloted time. Nurse or rehab case closure may also happen if the claims examiner decides to focus on other return to work efforts; if return to work is deemed highly unlikely or if an injured worker has not returned to work but no longer has residuals of the injury. |
| 88 | PWS Part 5 | Please describe the workflow between the CE, SN and the FN. How does the team interact to manage a claim? | GOVERNMENTS RESPONSE: FNs communicate updates to the SN/CE and provide suggestions and guidance on the case. The CE has final decision making authority. |
| 89 | PWS Part 5 | Describe the current system used to identify a FN available for the case. | GOVERNMENT RESPONSE: Services are currently provided through individual Agreements covering the region to be served. |
| 90 | PWS Part 5 | During implementation what cases will the contractor be assigned? Has the DFEC determined how the old open cases will be transferred? Will the old cases continue to be managed by the current FN, RC until close? | GOVERNMENT RESPONSE: All open cases will be transferred to the successful offeror (contractor) based on the phase-in/phase-out process and contract terms and conditions. |
| 91 | PWS Part 5 | Please discuss the DFEC ability to provide technical support related to system access when the system is off line. What is the average time required for the system to come back up? | GOVERNMENT RESPONSE: DFEC will provide a point of contact for system issues on a case by case bases. Due to Security requirements, additional information regarding this matter will be provided after award to the successful offeror (awardee). |
| 92 | PWS 5.6.2 | Training. Policies and procedure. Will the DFEC or the contractor be responsible for updating policy and procedures? | GOVERNMENT RESPONSE: DFEC handles all policies and procedures however, all offerors are encouraged to propose a draft QCP that details a proposed plan to monitor, inspect, and correct deficiences for the requirements of the PWS including the contractors proposed recommendations on processes based on the contractor's expertise and industry standards. Reference Sub-Factor 2 - Draft Quality Control Plan. |
| 93 | PWS 5.6.3.2 | Currently how is the DFEC notified that a referral is received and assigned? How is this tracked? | GOVRNMENT RESPONSE: Within the current process, referrals are tracked electronically through DFEC claims management systems |
| 94 | Technical Exhibit 1: PRS 6,7,9 | Performance requirement summary – the max acceptable level is no more than 5%. How is this measured? Please share case audit review criteria. | GOVERNMENT RESPONSE: Method of surveillance is through periodic reporting as noted in the solicitation |
| 95 | PWS Part 5 | FN interaction with MD : Does the DFEC have standard letters for requesting objective opinion from the medical provider related to return to work? Will the contractor be allowed to create these templates? | GOVERNMENT RESPONSE: DFEC has standard letters and is open to suggestions for new ones. |
| 96 | PWS Part 5 | Introductory packet for FN services: Does the IW receive notification of a FN assigned to the file? Is the role of the FN explained to the IW? When is the signed consent obtained? | GOVERNMENT RESPONSE: Yes - IW is informed and provided information when case is accepted. |
| 97 | PWS Part 5 | What is the current level of staffing of SN and CE at each District office ? What is the average case load for each of these positions? | GOVERNMENT RESPONSE: Due to the nature of these services there is no information available to provide the average case load for each of these positions therefore, the Government has provided information in Attachments B and C based on historical data and identified variances. |
| 98 | PWS Part 5 | What is the justification for preventing a FN or TN from working with other federal agencies? | GOVERNMENT RESPONSE: See Response to Question #65. |
| 99 | PWS Part 5 | Reasonable commuting distance is difficult to identity for all areas. How does the DFEC define reasonable commuting distance? | GOVERNMENT RESPONSE: Please refer to page 14 "Section 1.16 Reasonable Commuting Distance". |
| 100 | PWS Part 5 | Related to return to work with restrictions; does the DFEC have a documented process including ADA accomodations for returning the employee to alternate work? | GOVERNMENT RESPONSE: Yes, the Government will provide further information after contract award to the successful offeror (awardee). |
| 101 | PWS Part 5 | Providing an adequate number of RC and FN – what system of identifying case loads can the DFEC provide so that the contractor can address this request? | GOVERNMENT RESPONSE: Please refer to the Government provided historical data which includes Staff quantities by state (Attachment C), case quantities (Attachment B) and rates (Attachment D). |
| 102 | PWS Part 5 | Please discuss why FN intervention on a case is limited to 120 days? Are their any exceptions to this? | GOVERNMENT RESPONSE: DFEC Policy requires cases be limited to 120 days however, extensions may be provided on a case by case basis. |
| 103 | PWS Part 5 | Is participation in the NIP mandatory for IWs? | GOVERNMENT RESPONSE: Strongly encouraged but not required. However, less than 1% of injured workers refuse nurse services. In some cases, nurses can continue to coordinate with physicians and employers without injured worker cooperation |
| 104 | PWS Part 5 | Please provide the tools and/or metrics the SN uses to monitor the performance of the FN and TN. | GOVERNMENT RESPONSE: This is a non-personal services contract and the Government has no supervision or control over the contract service providers FN, TN or RC. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible for providing services within the contract terms and conditions. All services will be monitored in accordance witht he Quality Assurance Surveillance Plan (Performance Summary Requirement , pages 55-59). |
| 105 | Part 4: 4.1 | Please confirm whether the contractor staff are able to use their own personal computer and cell phones to perform the tasks. | GOVERNMENT RESPONSE: Yes. |
| 106 | Part 4: 4.1 | Please discuss the level of government IT support available if the contractor has difficulty accessing system portals due to incompatibility. | GOVERNMENT RESPONSE: A dedicated point of contact will be provided to assist with IT issues after contract award but before, start of performance. |
| 107 | PWS Part 5 | Will contractor assigned (RC, FN, TN) have access to all medical records, claims decisions, physician information available in the DFEC system? What documents are limited? | GOVERNMENT RESPONSE: Most documents. Case documents not deemed relevelant to the RC/FN/TN effort will not be transmitted into the DMP portal for contractor viewing |
| 108 | PWS Part 5 | Please clarify the reason for preventing the contractor from doing the same work with another federal agency or why this is a conflict of interest? | GOVERNMENT RESPONSE: See Answer to Question #65. |
| 109 | PWS Part 5 | Quality Assurance Analyst - please discuss how the COR and district offices will communicate and coordinated efforts? Will you require a QA for every district? | GOVERNMENT RESPONSE: This is a national contract in which a minimum of one (1) QA position (or equivalent position) is required. However, the contractor may propose additional QA (or equivelent position(s)) to meet contract requirements. Communication will be via email and phone. |
| 110 | PWS Part 5 | Will a dedicated contact be provided for each agency? Who will be the responsible contact to coordinate and approve return to work with restrictions? | GOVERNMENT RESPONSE: The agency contact is provided with each individual case assignment. Return to work is a coordinated effort of the employing agency, field nurse (or RC) and claims examiner. |
| 111 | PWS Part 5 | Please discuss persons that will be monitoring the contractor performance, NIP in the DFEC office? | GOVERNMENT RESPONSE: The Contracting Officer, National Office COR and District Office COR(s) will monitor the contractor's performance in accordance with the Quality Assurance Surveillance Plan document "Performance Requirements Summary". |
| 112 | PWS Part 5 | The DFEC is focused on streamlining the process and reorganization of the program; please discuss the current vision and mission. | GOVERNMENT RESPONSE: Incorporated in the streamlining of processes and reorganization of resources at the National level, is the ability move cases without jurisdictional geographic limitations. A national contract allows DFEC to more efficiently align the Nurse Intervention and Vocational Rehabilitation program without geographic service limitations. DFEC believes a integral part of the overall disability mangement process is to provide a team approach where DFEC, the nurse case managers, the EA (and IW) and the medical providers use all available tools to facilitate medical recovery services and sustainable return to work services through a uniform and efficient nationwide single award contract. |
| 113 | PWS Part 5 | Which agencies and federal employees will be covered in the program? | GOVERNMENT RESPONSE: All accepted OWCP injured workers - all Federal agencies and the United States Postal Service. |
| 114 | PWS 5.5.2 | “ The TN will enter information to the case management system” is this ECOMP, DMP or another case management system? | GOVERNMENT RESPONSE: As of now: ECOMP & DMP |
| 115 | PWS Part 5 | Does the TN have responsibility to identify a case that should be referred to FN? | GOVERNMENT RESPONSE: Recommendation can be made but case moves forward to FN only upon formal acceptance - it is the CE decision |
| 116 | PWS Part 5 | Please describe or provide a copy of any agreement that the contractor employees will have to sign related to this program. | GOVERNMENT RESPONSE: The Government required IT-related training and agreements will be provided after contract award as set forth in the PWS. This is a non-personal services in which the contractor will provide all necessary staff to meet contract requirements therefore, all formal employment (subcontractor) agreements will be provided by the contractor. The Government has no privy of contractor with the contractor's staff (or subcontractor). |
| 117 | PWS Part 5 | Please describe the function of DMP. What elements of CM activities will be recorded in this system. | GOVERNMENT RESPONSE: DMP is a portal to be used by DFEC Staff Nurses and Rehabilitation Specialists, Contractor users, and Contractor's TN/FN/RC users. Cases are referred to the contractor by DFEC who subseuqently refer such cases to the TN/FN/RC. All contractor users can view case documents , provide updates/upload documents within the DMP portal |
| 118 | PWS Part 5 | Opioid crisis program: will the contractor be responsible for managing these cases? Please describe the program. | GOVERNMENT RESPONSE: Nurse case managers may be involves in cases involving high use or extended use of opioid medications. Details on the DFEC program can be found at https://www.dol.gov/owcp/dfec/opioidactionplan.htm |
| 119 | PWS Part 5 | Will the contractor be responsible for old files, fraud detection? | GOVERNMENT RESPONSE: Files will be managed within the DMP portal. Any indications of fraud identified in the normal course of business should be brought to the Government's attention. |
| 120 | PWS Part 5 | “Case closure in DMP by the TN initiates payment” is this for COP and continuation of indemnity benefits? | GOVERNMENT RESPONSE: Case closure will initiate eligibility for payment for TN services |
| 121 | PWS Part 5 | Monthly critical activities report: Please describe the details in this report. Is this report different from the reports with case assignment data? | GOVERNMENT RESPONSE: As per PWS 5.6.3, the Monthly Critical Activities Report includes the Case Assignment Data (5.6.3.1) as well as the Assignment Timeliness Data (5.6.3.2) and the Activity/Status Reporting Timeliness Data (5.6.3.3). |
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