36C10G21R0018 0001_1.docx
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- Solicitation number
- 36C10G21R0018
About this file
This document contains questions and answers regarding solicitation number 36C10G21R0018 for surveys of Community Living Centers and State Veterans Homes. The solicitation seeks a contractor to conduct annual surveys and provide related reporting and communication. Key details include: surveys will include 105 onsite and virtual visits for CLCs and 5 onsite visits for long-term Spinal Cord Injury/Disorder centers annually; surveys must be scheduled according to VA surveyor availability with some potential constraints; the contractor is responsible for the fiscal portion of surveys and must adhere to testing and vaccination requirements; deliverables include status reports, responses to disputes/complaints, and national education for CLCs and SVHs; no incumbent is specified and the response date is October 4, 2021.
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AMENDMENT 0001
SUBJECT : QUESTIONS/ANSWERS
RFP No : 36C10G21R0018 Survey Community Living Centers (CLC) and State Veterans Homes (SVH) Page 18 of 13
| SUBJECT* |
| Amendment 0001 Q/A RFP No 36C10G21R0018 Survey Community Living Centers (CLC) and State Veterans Homes (SVH) TLCIII 9 21 2021 |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 22408-2697 |
| SOLICITATION NUMBER* |
| 36C10G21R0018 |
| RESPONSE DATE/TIME/ZONE |
| 10-04-2021 15:00 EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 30 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
| SET-ASIDE |
| N/A |
| PRODUCT SERVICE CODE* |
| R499 |
| NAICS CODE* |
| 541611 |
| CONTRACTING OFFICE ADDRESS |
| U.S. Department of Veterans Affairs |
OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697
POINT OF CONTACT*
Contracting Officer Twillie L Curry III twillie.curry@va.gov 540-658-7232
POSTAL CODE
COUNTRY
Amendment to a Previous Combined Solicitation
Amendment to a Previous Combined Solicitation
| *= Required Field |
| Amendment to a Previous Combined Solicitation |
Page 1 of
Amendment to a Previous Combined Solicitation
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
B
16-19
Under Task 1 – Surveys, what is the role of the “VA surveyor” as it relates to the contractor’s surveyors?
1. VA surveyors serve as members of the survey team from the VA Medical Centers of jurisdiction called the Medical Facility Representative and the Fiscal Representative. The Medical Facility Representative will be the co-lead on the survey. They will review and score the administrative standards and the fiscal standards specific to SVH. This function will eventually be eliminated. This is not the process for the CLCs.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 2 |
| B |
| 16-19 |
| Under Task 1 – Surveys, the solicitation mentions “VA surveyor’s preferences” and “VA surveyor preferences”. It is not clear how these preferences affect the contractor’s flexibility in scheduling surveys during the survey month for a facility. Outside of holidays, disease outbreaks, natural disasters or severe weather events, are the preferences going to limit the number of available weeks during a facility’s survey month that a facility can be scheduled for a survey? |
| 2. The VA Medical Facility Representative and Fiscal Representative, at this time, are a part of the VA Survey team. The survey must be scheduled when they are available. Yes, this can limit the number of available weeks that a SVH can be surveyed. |
| 3 |
| B |
| 16-19 |
| If the “VA surveyor preferences” above places a constraint on the ability of the vendor to schedule a survey, how extensive is this scheduling constraint? |
| 3. The VA Medical Facility Representative and Fiscal Representative will provide in advance any barriers to scheduling a survey in the required month. There can be times when there are no identified barriers. It has not placed any significant constraints on scheduling thus far that have not been managed. |
| 4 |
| B |
| 16-19 |
| What are the limits of the constraints (potential number of weeks in a month when a facility cannot be scheduled for a survey?) |
4. Federal holidays must be observed. There are only up to only two weeks in a month that can be limited to scheduling.
| 5 |
| B |
| 16-19 |
| For instance, can the constraint result in only one week during the entire month in which a survey can be scheduled for a facility? |
5. No, the most that can be limited in a month is two weeks.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 6 |
| B |
| 22 |
| Under Task 6 – Ad Hoc Reporting and Communication Plan, is the vendor going to be required to review any corrective action plans (CAPs) from a facility following the survey? |
6. No
| 7 |
| B |
| 22 |
| If the vendor has any role in reviewing CAPs, what is the deadline for the facility to provide a CAP for review after a survey? |
7. No role in the CAP review process.
| 8 |
| B |
| 22 |
| If the vendor has any role in reviewing CAPs, what is the deadline for the vendor to review and respond to the CAP? |
8. No role in the CAP review process.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 9 |
| B |
| 22 |
| Under Task 6 – Ad Hoc Reporting and Communication Plan, the solicitation states: “The vendor will participate and submit written feedback and responses to the COR when requested in a timely manner, related to information necessary regarding an informal dispute on a survey report or a concern or complaint to a surveyor. Vendor shall participate in further investigation or explanation with written rationale as to why a citation was given or how the explanatory statements were derived when requested by the GEC Program Office.” |
9. N/A
| 10 |
| B |
| 22 |
| Please clarify if this paragraph refers to complaints made against a surveyor or made to a surveyor? |
10. Yes, this does and will include the need for the vendor to participate and provide information when asked on complaints/feedback made against a surveyor or if the facility does not agree with the survey findings or scope and severity is an issue or when an IDR is in place or when the COR seeks feedback.
| 11 |
| B |
| 22 |
| What is the window of time to expect receiving such concerns and complaints after completion of a survey? |
| 11. The vendor will be notified when the National Program Office is made aware. |
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 12 |
| B |
| 22 |
| What is the deadline for a response from the vendor? What period will be considered timely after receiving the request from the COR? |
12. The deadline is negotiable between the COR and the vendor based on the situation, complaint, or issue at hand. A deadline will be established when the request is made and discussed.
| 13 |
| B |
| 22 |
| Under Task 6 – Ad Hoc Reporting and Communication Plan, the next paragraph to the one cited above state: “The vendor shall submit status reports to the COR monthly. Status reports shall include, at a minimum, the following information in a VA provided format no later than the fifth business day of each month. The vendor must participate and respond no later than 5 calendar days to any request from the GEC Program Office with explanation as to how and why a deficiency was written against a federal regulation, or why the Scope and Severity was selected as a result of a facility executing the GEC Informal Dispute Resolution Process.” Is this requirement a continuation of the preceding paragraph or is this a separate requirement from that? |
13. A separate requirement.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 14 |
| A.2.0 |
| 11 |
| Under Background/Scope of Work, Modality 2, the solicitation states “If the Fiscal portion of the survey can be accomplished remotely then it is authorized. Contracted vendor will only send staff as needed.” This appears to be the only mention of the vendor having responsibility for fiscal portion of the survey. Please clarify the responsibility of the vendor for conducting the fiscal portion of the survey. |
14. The vendor will be responsible for Title 38, Code of Federal Regulations, Part 51, 51.70 (c)(1) through (6).
| 15 |
| A.2.0 |
| 11 |
| Under Background/Scope, Modality 2 On-Site – What are the specific COVID testing and vaccination requirements for surveyors entering facilities? |
15. Contracted surveyors must adhere to the specific State, SVHs or federal requirement(s) for CLC testing or screening. Contracted surveyors must be COVID and Flu vaccinated.
| 16 |
| E.13 |
| 61 |
| PPQs- Are we supposed to coordinate their submission before the response due date, or will the gov’t send them out to the POCs? |
16. See Instruction to Offeror on page 48 & 51 for Volume II Past Performance/ PPQs submitted with proposal.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 17 |
| B |
| 16-19 |
| Task 1 How will the gov’t determine sites for virtual visits vs on-site visits? |
| 17. The Government will make that determination based on the SVHs weekly submission of COVID data to NHCN and CDC and VA. The Government has to consider other factors such as WIFI challenges and limited electronic medical records systems at SVHs. Determination for the CLCs is based on county positivity rates, COVID prevalence in the facility at the time and in consultation with the VAMC. |
| 18 |
| 2.6. d |
| 12 |
| “Recognize SVHs and certify SVHs annually for compliance to the federal regulations to continue to receive federal per diem payments.” |
-What is the meant by the term “certify” in the context of this statement?
18. The term “recognize” or “recognition” is used when a SVH is seeking federal per diem payment and they need a full survey. The term “certify” or “certification” is used when a SVH has a full survey and they meet the requirements in Subpart B by providing an acceptable and timely corrective action plan in good faith.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| B.3 |
| 6 |
| Onsite vs. Virtual Surveys: |
0. CLIN 0002 of the Price/Cost Schedule specifies 105 Onsite surveys for CLCs and SCI/D
0. CLIN 0006 of the Price/Cost Schedule specifies 123 Onsite surveys for Annual Onsite Surveys.
0. The same numbers are employed in the subsequent 4 option years.
-Given that this is an FFP contract, how does the government plan to handle changing requirements for onsite vs virtual, surveys?
19. These are estimates and any national public emergency may need to result in edits to the number of onsite and virtual surveys as necessary.
| 20 |
| A.2.0 |
| 10-11 |
| Please clarify the expected number of visits to be conducted virtually vs on-site. The pricing sheet lists a certain volume for CLCs and SVHs, but there is language on under Modality that speaks to being on-site only when necessary. |
20. These are estimates and any national public emergency may need to result in edits to the number of onsite and virtual surveys as necessary.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 21 |
| B |
| 23 |
| TASK 7 What is the national education expectation for the in respect to the CLCs and SVHs? Will one training for each suffice or is a separate training required for each? |
| 21. Separate trainings are required as the audience is internal customers (CLC) versus external customers (SVH). |
| 22 |
| General question |
| How much time will the contractor have between award announcement and the commencement of the actual work? |
| 22. The commencement of work should start within a few weeks after award and kickoff meeting. SVHs are required to be surveyed during a specific month and this must be adhered to. |
| 23 |
| General question |
| Will the CMS ASPEN program, or a comparable VA program available? |
| 23. No |
| 24 |
| B |
| 17 |
| TASK 1 How will past surveys and complaints be accessible? |
| 24. The last SVH survey and any complaints to include any OIG Hotline complaints will be provided to the vendor approximately 30 days in advance of the SVH survey. |
| 25 |
| General question |
| How current will resident complaints against SVHs be accessible? Who is responsible for triaging these complaints? |
| 25. The COR does not receive SVH resident complaints unless they are reported through the OGI hotline. VA does not own or operate the SVHs. |
| 26 |
| General question |
| Will surveyors have access to technology (LTCSP Application) used by CMS? If so, will there be training on use of the technology? |
| 26. No |
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 27 |
| 2.6. d |
| 12 |
| Will the vendor be conducting CMS Certification surveys on behalf of CMS? Will this be similar to Accrediting Organizations that “deem” on behalf of CMS? |
| 27. No |
| 28 |
| B |
| 11 |
| Modality 2 Are there documentation requirements for daily surveyor screening for disease? |
| 28. The vendor must have a process to assess their own surveyors and screening process for disease with their own documentation system. The vendor must make results of this screening/tracking available on request of the government. |
| 29 |
| General question |
Will the VA and/or CMS offer initial and/or routine training for the Vendor’s surveyors?
29. No, this is the vendor responsibility.
| 30 |
| B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES C.1.1 Tasks/Activities/Deliverables |
Task 1 and, A.2.0 Background/Scope of Work, 2.3
| 9 |
| Is there a crosswalk available between 38 CFR Part 51 regulations for SVHs and the F-tags and/or K-tags? |
30. Yes, a partial cross walk.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 1) There are 25 Spinal Cord Injuries and Disorders Centers (SCI/D) located around the country, the solicitation requires 5 to be surveyed. However, the 19 CLC Facilities listed below (and in Attachment D of the RFP) have adjacent VA SCI/D. |
| 31. There are only five (5) SCI/D that are considered long term SCI/D – those are the facilities that will be surveyed under this contract. |
They are:
Hampton, Brockton, Long Beach, Tampa, and Cleveland.
| 32 |
| Attachment D |
Can the Government inform us as if there is an expectation that all these SCI/D Centers will require surveying? And if not, then to which five of these SCI/D Centers are those to be surveyed?
1. VA Long Beach HCS & SCI/D Center
1. VA San Diego HCS & SCI/D Center
1. Miami VA HCS Bruce W. Carter VAMC & SCI/D Center
1. James A. Haley VA Hospital & SCI/D Center
1. Charlie Norwood VAMC-Uptown & SCI/D Center
1. Edward Hines Jr. VA Hospital & SCI/D Center
1. VA Boston HCS, Brockton Div. & SCI/D Center
1. Minneapolis VA HCS & SCI/D Center
1. St. Louis VA Medical Center, Jefferson Barracks Div. & SCI/D Center
1. New Mexico HCS & SCI/D Center
1. James J. Peterson VAMC & SCI/D Center
1. Louis Stokes Cleveland VAMC- VA NE Ohio HCS & SCI/D Center
1. VA Caribbean HCS & SCI/D Center
1. VA North Texas HCS: Dallas & SCI/D Center
1. Michael E. DeBakey VAMC & SCI/D Center
1. south Texas VHCS – Audie L. Murphy VA Hospital & SCI/D Center
1. Hunter Holmes McGuire VAMC & SCI/D Center
1. VA Puget Sound HCS – Seattle & SCI/D Center
1. Clemet J. Zablocki VAMC & SCI/D Center
32. The list of above five (5) that will be included in the contract.
| Question # |
| Section |
| Page # |
| Question / Clarification |
| Answer / Clarification |
| 33 |
| Appendix W |
| Are SCI/D centers considered CAH facilities and to be surveyed under those protocols found in Appendix W of the CMS SOM? |
| 33. No, the five surveyed are surveyed under Long Term Care. |
And if not, where are SCI/D survey protocols, rules, and guidelines to be found beyond the LTC Manual?
34. They follow the State Operations Manual for Nursing Home level of Care.
| 35 |
| General question |
What, if any, Government Furnished Equipment (GFE) will be supplied?
35. None
| 36 |
| General question |
| If our selected personnel are able present certification of QIS/SMQT Training and the appropriate licenses, what additional training is required for this contract? |
| 36. Training in title 38, CFR Part 51. |
VA Privacy and HIPPA requirements VA Cyber Security Education Sign and acknowledge understanding of and responsibilities for compliance with the Contractor rules of Behavior
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