Total_list_of_QA_from_the_Contractors_all_Answered.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- 191552
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Q&A Responses
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_3_-_Agency_Specific_Clauses.docx | DOCX document | |
| Cover_Letter_-_191552.pdf | ||
| Attachment_2_-_QIEC.docx | DOCX document | |
| Attachment_1_-_PFS_Public_Comment_SOW.docx | DOCX document | |
| Attachment_7-_QA_Template.xlsx | XLSX spreadsheet | |
| Attachment_1_-_PFS_Public_Comment_SOW.docx | DOCX document | |
| Attachment_6_-_PPQ.docx | DOCX document | |
| Attachment_2_-_QIEC.docx | DOCX document | |
| Attachment_3_-_Agency_Specific_Clauses.docx | DOCX document | |
| Cover_Letter_-_191552.pdf | ||
| Attachment_4_-_Contractor_Business_Ethics_COI_and_Compliance_Program_Requirements.docx | DOCX document | |
| Attachment_5_-_Personal_Conflicts_of_Interest_Financial_Disclosure.docx | DOCX document |
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Sheet1
| # | Document | Page | Section | Solicitation Reference | Question | Answer |
| 1 | Attachment 1 - SOW | N/A | N/A | 191552 | Is there an incumbent for this scope for work? | No. This is new work. |
| 2 | Attachment 1 - SOW / Cover Letter | 2 and 2 | 1.1 | 191552 | Will a kickoff meeting take place in all three years of the contract? | Yes, the initial will be in person and the subsequent can be conducted via phone. |
| 3 | Attachment 1 - SOW | 6 | 7 | 191552 | Should offertory include transition out costs in all three years of the contract? | No, we believe including the cost one time will be sufficient. |
| 4 | Attachment 3 -Agency Specific Clauses | 8 and 34 | 6 and 11 | 191552 | Can CMS confirm this opportunity is not limited to GSA contract holders? | See revised Attachment 3-Agency Specific Clauses. This is not a GSA requirement. It's Open Market. |
| 5 | Attachment 1- SOW | 4 | Task 3 | Public Comment Triage Support | Approximately how many formal comments does CMS expect to receive during the comment period? | The number of comments received varies each rule cycle depending on the proposals. However, the comments received generally fall into three subcatergories: form letters, unique comments, and riders. Contractors will not be required to summarize rider comments. |
| 6 | Attachment 1- SOW | 5 | Task 4 | Quality Check (Preamble Text and Regulations Text) | Will the Contractor be responsible for reviewing the preamble text and regulatory text for both proposed and final rules? | Yes. |
| 7 | Attachment 1- SOW | 5 | Task 5 | Quality Check (Sub-Regulatory Documents and Roll-Out Documents) | Does the Contractor review the sub-regulatory guidance during the comment period and the entire regulatory cycle? | No, this task can be completed after the publication of the final rule. |
| 8 | Attachment 1- SOW | 5 | Task 5 | Quality Check (Sub-Regulatory Documents and Roll-Out Documents) | Will CMS identify all of the sub-regulatory documents for review? | Yes. |
| 9 | Attachment 1- SOW | 6 | Task 6 | Resource Box and Roll-Out Documents Support | How many questions does CMS anticipate the CMS resource mailbox will receive throughout the comment period? | Please note that the the resource box will receive inquiries throught the year and is not limited to the comment period which makes it diffuclt to predict a number with any certainty. Also, note that inquiries received via the resource mailbox are not the same as public comments recieved in response to the Proposed Rule. |
| 10 | Attachment 1- SOW | 6 | Task 6 | Resource Box and Roll-Out Documents Support | Is contractor required to respond to questions outside of the comment period. If Yes, how many are anticipated? | No, the contractor will receive questions forward to CMS analysts for response. |
| 11 | Attachment 1- SOW | 6 | Task 6 | Resource Box and Roll-Out Documents Support | "Receive draft responses from SMEs, and Send responses to the entity that submitted the inquiries via the resource box " mean the Contractor's responses are limited to sending CMS SMEs' attachments with brief emails? | Correct. The contractor will act as a conduit to pass questions and answers to and from CMS. |
| 12 | Cover Letter | 2 | N/A | Approximate schedule of events | The Cover Letter indicates: Estimated Period of Performance: 6/01/2019-5/31/2019 plus 2 option years. Should the end date be reflected as 5/31/2020? | Correct. See revised Cover Letter. The period of performance is: |
Base Period: 6/1/19-5/31/20 Option Period 1: 6/1/20-5/31/21 Option Period 2: 6/1/21-5/31/22
| 13 | Attachment 1- SOW | 3 | Task 3 | How are the comments posted at Regulations.gov passed on for processing? Is the contractor provided API's into a database? Do we download the comments, if so what formats? Do we access FDMS? | The contractor will be give access to download comments which typically come in PDF, Microsoft Excel, and internet explorer webpage formats. | ||
| 14 | " | 4 | Task 3 | "...using a comment tracker log..." | Is this an existing CMS provided tracker log? If so what product is it? | CMS uses a Microsoft Execel spreadsheet to track comments. | |
| 15 | " | 4 | Task 3 | When does CMS plan to publish the CY 2020 proposed rules? | The current goal is to publish on or around June 1, 2019. | ||
| 16 | " | 6 | Task 6 | Does CMS expect inquiries to be submitted by mail, FDMS, and/or other modes? | Inquiries typically come to CMS via email to individual analysts or CMS management. | ||
| 17 | " | 6 | Task 6 | "the Contractor shall provide note taking and logistic support as requested by CMS staff to support roll-out of proposed and final rules, and stakeholder meetings and events." | How many meetings and other stakeholders events does CMS assume will happen during each annual cycle? | The request for meetings vary each rule cycle however due to time constraints during the rule cycle we typically agree to 5 or 6 meetings. | |
| 18 | " | 6 | Task 6 | "The Contractor shall work with CMS subject matter experts (SMEs) to identify frequently asked questions received through the resource mailbox, and to develop base internal QA documents and other related roll-out/educational materials for proposed and final rules. " | How many and what type of roll-out/educational materials will the Contractor be creating during each annual cycle? | 2-4 documents per rule making cycle. The documents may include FAQs and executive summaries relevant to issues discussed in the rule. | |
| 19 | " | 6 | Task 6 | "...manage a CMS resource mailbox …" | Is this MS Outlook mail box or something else? | This is a MS Outlook mail box. | |
| 20 | Att 2- Quote Instructions | 6 | Eval Criteria | Does CMS have an estimated budget for this effort? | We are relying on contractors to be innovative in meeting requirements while driving efficiency in price. | ||
| 21 | Attachment 2- QIEC | 3 | Key Personnel | Are there any labor categories defined for this solicitation. It appears that only one other category is defined (Project Manager). | Contractors should propose the additional labor categories needed to complete the work | ||
| 22 | Attachment 3 - Agency Specific Clauses | 34 | 11 | Key Personnel | The Key Personnel table column heading states GSA Labor Category. This solicitation does not require the use of the GSA schedule. Should GSA be removed from the column heading? | See question #4 | |
| 23 | Attachment 3 - Agency Specific Clauses | 34 | 11 | Key Personnel | The clause lists Project Director as key personnel. Attachment 2 - Quote Instructions lists the key personnel as Project Manager. Please confirm the correct title of the key personnel. | Project Manager is the correct title. Please see revised Attachment #3- Agency Specific Clauses | |
| 24 | Attachment 3 - Agency Specific Clauses | 45 | 21 | Contractual Clauses | The clause mentions GSA contractual clauses and content. However, the RFP is not under GSA schedule. Please remove GSA from clause description. | See question #4 | |
| 25 | Attachment 3 - Agency Specific Clauses | 48 | 26 | Maximum Task Order Hourly Rates | The RFP does not require FSS. Please confirm if this clause is required. | See question #4 | |
| 26 | Attachment 3 - Agency Specific Clauses | 48 | 27 | FSS Contract Hourly Rate Decrease Notice and Effect | The RFP does not require FSS. Please confirm if this clause is required. | See question #4 | |
| 27 | Attachment 3 - Agency Specific Clauses | 49 | 28 | Service Contract Reporting Requirements | The RFP is not requested under FSS. Please confirm if this clause is required. | This clause does not relate to FSS. It is applicable to this procurement. | |
| 28 | Attachment 2 - Quote Instructions and Evaluation Criteria | 1 | General Instructions | Under "Volume 1: Technical Quote," following each section, it states number of pages for each. Does this mean the total written quote is 50 pages? | The total technical quote should not exceed 30 pages excluding resumes and past performance. | ||
| 29 | Attachment 2 - Quote Instructions and Evaluation Criteria | 2 | Volume 1: Technical Quote Instructions | It states that "Individual and company resumes must be no longer than two single-sided page each..," however on Page 3 within this document, under "Key Personnel" it states that "Resumes shall be a maximum of one single-sided page each." Please confirm which is accurate. | Corrected. Resumes must be no longer than two single-sided page each as noted under General Instructions. | ||
| 30 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 3 | Task 1 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Task 1.4 Quarterly Progress Report: As currently required, the Quarterly Progress Report is due on the 5th business day after the end of the fiscal quarter. Because the QPR includes monthly financial information aggregated at the quarterly level, can the due date be changed to 15 calendar days after the end of the fiscal quarter so that the QPR can include financial information for the last month of the financial quarter? (Generally, project financial information is not available as quickly as 5 business days after the end of a month/quarter) | Yes. | |
| 31 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 3 | Task 1 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Task 1.5 Quality Assurance Plan: What is a “Quarterly Quality Assessment”? Can CMS provide a sample assessment or template with detailed information of requirements/expectations? | A sample Quality Assurance Surveillance Plan (QASP) is provided. The COR will work with the contrctor to complete the QASP which will then be used as the Quarterly Quality Assessment going forward. | |
| 32 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 4 | Task 1 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Task 1.6 Project Value Summary: What is a “Project Value Summary”? Can CMS provide a sample summary or template with detailed information of requirements/expectations? | A Project Value Summary is a document where Project managers have to think about two kinds of value—target value, or the value the stakeholders hope to achieve, and delivered value, the value actually generated by the project. CMS would like contractors to demonstrate the delivered value via quarterly reports. CMS can negotiate with contrctors on the exact specifications of the summaries. | |
| 33 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 4 to 5 | Task 3 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | In Task 3, CMS is requesting the contractor submit "usable summaries of comments, as specified by CMS." How detailed do these summaries of each Public Comment need to be? | Summaries shall be specific enough to ensure all topic(s) addressed, specific down to the issue and CPT/HCPCS code number, as defined by CMS. The contractor shall also identify whether each individual comment is a form letter and whether each individual comment is submitted by a major stakeholder (identified by CMS). | |
| 34 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 4 to 5 | Task 3 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | How will CMS be using the individual Public Comment summaries? | Individual comments will ultimately be grouped into themes for developing responeses. Please see our past final rules for examples. | |
| 35 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 5 | Task 4 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Does this task apply to both the Proposed Rule and Final Rule or just the Final Rule when the public comments are addressed? | This task is to be completed after publication of the Final Rule. | |
| 36 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 5 | Task 5 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Will CMS provide the contractor copies of all existing internal and external-facing documents that need to be updated, in addition to the ones CMS develops during the course of the rulemaking cycle? | Yes. | |
| 37 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 6 | Task 6 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Is this task expected to be throughout the year or just during the Proposed and Final Rulemaking cycle from approximately May to November each calendar year? | This task is expected through the year. | |
| 38 | Attachment_1_-_PFS_Public_Comment_SOW.docx | 2 | Task 1.2 | Request for Quote #191552, Medicare Physician Fee Schedule (PFS) Public Comment Support. | Could CMS please clarify the frequency of status calls, the frequency listed on page 2 of the SOW notes bi-weekly, but on the table of deliverables, it reads: "Draft minutes post bi-weekly or weekly calls"? | Status calls will be schedule bi-weekly but could change to weekly during the height of the comment period. | |
| 39 | Attachment 1- SOW | 1 | B. Scope | The Contractor shall provide services to the Centers for Medicare & Medicaid Services (CMS) to support the retrieval, review, triage, and summarization of public comments and provide technical assistance in the development of PFS proposed and final rules. | Can CMS provide an estimated or average number of public comments they expect to receive on the next PFS publication? How many of these are expected to be form letters? | In the pervious rule cycle, which was anomalously high, CMS received 15000 comments. The breakdown of the 15,000 is as follows: 1700 rider comments, 8000 form letters (5000 of which were specific to E/M which we are not making any proposals for this year), which leaves approximately 5,300 unique comments. While we cannot guarantee ay specific number of comments it would not be unreasonable to 7000 as typical (including varying amounts of rider comments). | |
| 40 | Attachment 1- SOW | 1 | B. Scope | The Contractor shall provide services to the Centers for Medicare & Medicaid Services (CMS) to support the retrieval, review, triage, and summarization of public comments and provide technical assistance in the development of PFS proposed and final rules. | If an estimated number of public comments are unknown, how does CMS expect bidders to budget for the hours given the likely uncertainty over this number? For example, should bidders make their bid contingent on higher or lower numbers? | In the pervious rule cycle, which was anomalously high, CMS received 15000 comments. The breakdown of the 15,000 is as follows: 1700 rider comments, 8000 form letters (5000 of which were specific to E/M which we are not making any proposals for this year), which leaves approximately 5,300 unique comments. While we cannot guarantee ay specific number of comments it would not be unreasonable to 7000 as typical (including varying amounts of rider comments). | |
| 41 | Attachment 1- SOW | 3 | 1.5.1 Quality Assessments | Upon completion of each fiscal quarter, the contractor shall conduct a quality assessment for each task order to ascertain the overall quality of the contractor’s work. The initial quality assessment for a project is conducted after it has been active for at least 2 months. The final quality assessment is conducted at the end of the fiscal quarter during which a project is completed. | Can CMS confirm its definition of Task Order under this subtask? | This is an errorenous statement which should read "each task" as definied in the SOW. See revised SOW. | |
| 42 | Attachment 1- SOW | 4 | Task 3. Public Comment Triage Support | The Contractor shall identify, review, and provide a summary of every individual comment received using a comment tracker log, including all topic(s) addressed, specific down to the issue and Current Procedural Terminology (CPT) Healthcare Common Procedure Coding System (HCPCS) CPT/HCPCS code number, as defined by CMS. | Will staff be required be on-site at CMS for initial training on the CPT and other systems required for the project? | All training can be conducted via WebEx, phone calls, or emails. | |
| 43 | Attachment 1- SOW | 5 | Task 3. Public Comment Triage Support | In addition, the Contractor shall submit reports including granular comment log reports and usable summaries: c. 3 business days after close of the public comment period for the priority/major stakeholders (as defined by CMS) which will attribute to the majority of comment volume; | |||
| d. 3 business days after close of the public comment period for all comments received; etc. | This appears to be a discrepancies as Task 3.c and Task 3.d states the "Contractor shall submit reports including granular comment log reports and usable summaries 3 business days after close of the public comment period;" However, the last paragraph in this sections states, "The Contractor shall complete review and summarization of all comments received during the public comment period within 3 business days, but no later than 5 business days (or timeframe agreed upon by CMS and the Contractor) after the close of the public comment period." IS CMS expecting the Contractor to provide both the granular comment log reports and usable summaries AND complete the review and summarization of all comments received within 3 business days after close of the public comment period? Please confirm when the Contractor is expected to submit reports(including granular comment log reports and usable summaries) versus when the Contractor is expected to have a completed review and summarization of all comments received during the public comment period. | Please note 3.c and 3.d refer to two distinct subcategories of comments and thus the different delivery times. 3.c requires the contrctor to submit reports including granular comment log reports and usable summaries 3 business days after close of the public comment period for the priority/major stakeholders (as defined by CMS) which will attribute to the majority of comment volume and 3.d requires the reports 3 business days after close of the public comment period for all comments received. It is expected that the priorty stakeholders comments will be summarized within 3 business days after the close of the comment period and all of the additions comments (individual and form letters) will be summarized with the same time period but an additional two business days can be given if necessary. | |||||
| 44 | Attachment 1- SOW | 5 | Task 3. Public Comment Triage Support | The Contractor shall complete review and summarization of all comments received during the public comment period within 3 business days, but no later than 5 business days (or timeframe agreed upon by CMS and the Contractor) after the close of the public comment period. | If the number of public comments is extremely high, can the Contractor work with CMS to extend the due dates beyond the 3-5 business days? Is the "timeframe agreed upon by CMS and the Contractor" based on the number of pubic comments received? | Yes, if the number of public comments received is extremely high CMS will work with the contractor to extend the due dates based on mutal agreement between CMS and the contractor. | |
| 45 | Attachment 1- SOW | 6 | Task 6. Resource Box and Roll-Out Documents Support | The Contractor shall manage a CMS resource mailbox for processing, tracking, and responding to incoming inquiries. | Can CMS confirm who will be responsible for creating and maintaining resource mailbox? Will the resource mailbox be on CMS server? If so, will and how the Contractor have access to the resource mailbox? | CMS will create the resource box and will provide the contractor access who shall then assume responbility for maintaining the resource mailbox. | |
| 46 | Attachment 1- SOW | 6 | Task 6. Resource Box and Roll-Out Documents Support | 1. Identify the subject(s) addressed in each incoming inquiry, | |||
| 2. Submit each inquiry to appropriate CMS staff and subject matter experts (SMEs) (both internal and external to DPS), | Can CMS explain its definition of an inquiry and the difference between an inquiry and public comment. | An inquiry is a request for policy clarification, typically submitted via email, whereas public comments are formally submitted via regulations.gov in response to specific proposals made via CMS' proposed rule. | |||||
| 47 | Attachment 1- SOW | 6 | Task 7. Transition Plan | The Contractor shall adhere to the minimum requirements set forth in this section for transitioning workloads to another Contractor at the close of the contract. The Contractor and incoming Contractors shall actively participate in all Medicare PFS Contractor transition activities, including all required meetings, during the transition period. | Can CMS share if there is a current incumbent for this project, and if the incumbent is eligible for rebid? | No. This is new work. | |
| 48 | Attachment_3_-_Agency_Specific_Clauses | 4 | 4. Contractor Work Performed Outside the United States and its Territories (Apr 2016) | To comply with requirements of Homeland Security Presidential Directive -12 (HSPD-12) and Personal Identity Verification (PIV) of Federal Employees and Contractors, CMS must achieve appropriate security assurance for multiple CMS information systems by efficiently verifying the claimed identity of individuals working on the contract. | What type of security clearances will the staff be required to have for the project? | A security clearance will only be needed by the personnel responsible for accessing the CMS resource mailbox which typically only requires a Public Trust level clearance. | |
| 49 | Cover Letter | 1 | 3. Quote Submission | Submit your technical quote and business quote no later than 12:00 PM eastern standard time on April 16, 2019. | Would the Government consider extending the due date for the proposal response submission? | The government will not extend the due date. | |
| 50 | Cover Letter | 2 | Pertinent information | The past performance questionnaire is not required if you have relevant Federal | |||
| government past performance. | Does Federal government past performance mean any Federal government agencies or just CMS? | Any Federal Government Agencies. | |||||
| 51 | Cover Letter | 2 | Pertinent information | The past performance questionnaire is not required if you have relevant Federal | |||
| government past performance. | Does the Federal government past performance require CPARS records? If it requires CPARS records but the Contractor doe not have one, will the Contractor be required to submit a past performance questionnaire? | Yes, the contractor should submit a past performance questionnaire if there is no past performance record in CPARS. | |||||
| 52 | Is this requirement set-aside for any small business? | This requirement is a total Women-Owned Small Business set-aside as defined in FAR subpart 19.15. We will only evaluate offerors that are registered in System for Award Management (SAM); |
that are self-certified as an WOSB concern in SAM; and have submitted documents verifying its eligibility in the WOSB Program Repository.
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