36C10G22R0004 Questions and Answers.pdf

36C10G22R0004, Amendment A0001

36C10G22R0004 Questions and Answers (Clarifications)

1. We are hoping to find out if there is (was) an incumbent Contractor performing these services, or if this is a brand new contract. If there is an incumbent, could you please provide the current/ previous contract number?

A- The contract number was VA119-16-C-0001.

2. I noticed the BID is set aside for “SDVOSB”, we do not have this certification.

A- Offers are solicited only from eligible service-disabled veteran-owned small business

(SDVOSB) concerns. Offerors must provide certification that they are verified within Vendor Information Pages (VIP) at the time of proposal submission and before award.

3. Since the location is TX, would you need all employees in TX or can this RFP be performed with remote employees?

A- Contractor personnel shall work at an alternate work location approved by both the

Contractor’s Program Manager and the COR.

4. Are you open to “Off Shore”?

A- To the extent feasible, use only agents and Subcontractors that are physically located within a jurisdiction subject to the laws of the United States or its Territories.

5. In document “Performance work statement” the Medical Claims processor hours are showing as 48,000, which would be 250 resources. Is that the correct assumption?

A- Assumptions made by Contractors will be evaluated in accordance with the solicitation after the close of the RFP period. Instructions for preparing the proposal can be found in Attachment E. The contract ceiling provided in the PWS notates the maximum annual contract ceiling NTE, as increased claims processing volumes above the target volume of claims may occur.

6. In the “Price and Cost” Schedule we noticed 17,500 hours for Medical Claims processor. Not too sure if this is in addition to 48,000 hours.

A- The 17,500 hours for MCPs are ad-hoc labor hours for overtime.

7. The QASP references 2.1.7 Monthly Progress Report and the PWS does not have a reference to a

2.1.7 Monthly Progress Report. Please clarify the deliverable.

A- The QASP has been updated to remove this reference. A Monthly Progress Report is not required.

8. For Section 7.2 of the PWS, the first sentence references a Table 3 and Table 3 is Background Investigation and Task Risk Designation Levels. Please clarify/correct the tables.

A- The table number for Section 7.2, Deliverables, of the PWS has been updated to reflect

Table 4.

9. For Section 4.0 of the PWS, the paragraph does not detail the Transition In and only the Transition Out Plan. Please clarify the Transition Planning requirements.

A- The Transition In Plan requirements have been added to Section 4.9, Transition Planning, of the PWS.

10. Section 4.11 of the PWS states, the Contractor shall provide an initial personnel roster within 15 days of contract award and 7.2 states the initial submittal is required NLT five (5) business days.

Please clarify the deliverable date.

A- Table 4 has been updated under Section 7.2, Deliverables, to reflect an initial personnel roster is needed within 15 business days of contract award.

11. The requirement is to submit resumes for key personnel. However, based on the Table 1 contract ceiling hours, there is a requirement for 26 resumes. We are requesting the Government to limit the required resumes to a reasonable number of 4-6.

A- The contract ceiling provided in the PWS, Table 1, notates the maximum annual contract ceiling NTE, as increased claims processing volumes above the target volume of claims may occur. The Staffing Approach instructions are available in Attachment E of the solicitation, which displays Table 2 from the PWS. Key personnel should be proposed based on the target volume of claims anticipated for the requirement.

12. Are all Contractors required to bid the Contract Ceiling by Labor Category, as annual hours or is there flexibility to increase or decrease in the proposal?

A- Instructions for preparing the proposal are available in Attachment E, Solicitation

Provisions. The instructions display Table 2 from the PWS for the Staffing Approach requirements. Review complete Staffing Approach Submission Requirements, in addition to all submission requirements, to ensure proposals are prepared in accordance with the solicitation.

13. For Past Performance, will the Government consider lowering the 51% or more for major subcontractor to 20%?

A- The Government has amended the definition provided for a major subcontractor to lower the percentage for this requirement.

14. Section 5.1 of the PWS states that the Contractor shall process up to 20,000 claims daily;

however Table 2. Rate Per Hour (RPH) Target Medical Claims Processor (MCP) Per Section lists a target volume of claims processed annually at 1,175,000. Would the Government please clarify the estimated number of claims to be processed annually by the Contractor.

A- The target volume of claims to be processed annually is 1,175,000.

15. On page 1 of the Performance Work Statement, 2.0 Scope of Work, it states that Contractor will be responsible for 1,000 written and oral payment inquires daily and 30,000 written and oral inquires a month. On page 11, 5.2 Operational Medical Claims Help Desk, it states Contractor shall respond to approximately 5,000 written and oral inquiries a month. How many oral and written inquires will be required each month? Are the inquires in 2.0 and 5.2 separate requirements?

A- The Contractor shall respond to approximately 5,000 written and oral inquiries a month.

Section 2.0, Scope of Work, of the PWS has been updated. Section 5.2 of the PWS remains unchanged.

16. Does the Government have an average time per call for the oral inquiries?

A- The Government has provided the estimated number of written and oral inquiries per month in Section 2 and 5.2 in the PWS. An average time per call is not provided.

17. Will written inquiries be received via email or another means?

A- Operational Medical Claims Help Desk written or oral inquiries will be received via phone, email or other written correspondence.

18. On page 1 of the Performance Work Statement, 2.0 Scope of Work, it states the Contractor shall provide all resources necessary to accomplish the requirements described in the PWS. On page 5, 4.7 Government furnished Information, Equipment or Office Space it states that the Government will provide all procedural guides, reference materials and equipment to perform job functions relative to tasks identified in this PWS. Later in the same paragraph it provides a list of equipment that may be provided. Will the Government provide all the equipment and resources necessary to accomplish the requirements of this PWS?

A- The Government does not anticipate providing the equipment listed for this requirement, however GFE will be available if needed. Section 4.7 has been reworded.

19. Per the requirements of the PWS, will the Government guarantee 20K cases a day for processing?

A- The Government anticipates up to 20,000 claims being processed daily. This is not a guaranteed amount, only an estimate.

20. Does the Government have an estimate of the time it requires to complete each claim type listed in the table on page 10, 5.1 Medical Claims Processing?

A- The Government has provided the target number of claims per hour by claim type in the

PWS. An estimate of time per claim will not be provided.

21. Will a transition-in plan be a requirement for the RFP response?

A- If the Contractor is not the incumbent a transition in plan is required.

22. With regards to scope of work, if the Government begins to utilize a new processing system during the performance period, what are the phase in requirements for the new system transition? Understanding that training will be provided, what period will be allotted for standing claims to be processed through the old system?

A- At this time the Government does not anticipate utilizing a new processing system. The

Government will provide training to all Contractor staff if a new processing system is implemented during the period of performance. In addition, the Government will establish a service cutover date, if needed. Any claims received with a date of service on/after the cutover date will be processed on the new system and any claims received with a date of service before the cutover date will be processed through the old system.

23. What labor categories or key personnel were missing or vacant from the current contract that the incumbent is serving under?

A- The RFP provides the labor categories and key personnel required for the current contract need.

24. What would be the recommended hours allotted to complete the mandatory training courses virtually on the VA Talent Management System (TMS) for the specified courses:

• VA 10176 - Info Security Rules of Behavior

• VA 10203 - Privacy & HIPAA

• VA 3812493 - Annual Government Ethics Training

• VA 8872 - Prevention of Workplace Harassment/No FEAR

• VA 1367006 - Telework Training For Employees

A- The Government anticipates no more than one hour is needed per course to complete the mandatory training.

25. Is there data available for Fiscal Year 2021 that supports the average hourly rate for processing a standard medical claim per the designated section as indicated in the PWS 5.1 Table 2. Rate Per Hour (RPH) Target Medical Claims Processor (MCP) Per Section? Will the data be provided for reference?

A- The RFP provides the average hourly rate for processing a claim based on the current need.

26. Has there been a breach in continuity of services in the current contract that contributed to the historical backlog/surges?

A- Continuous service has been maintained for the requirement.

27. Can the COR please clarify the required amount of past performance data per contractor and subcontractor?

A- In accordance with the solicitation, Offerors may submit a narrative detailing up to three contracts in performance during the past three years from the date of issuance of the final solicitation, which are relevant to the efforts required by the RFP.

28. What type of contract award is anticipated for each Contract Line-Item Number (CLIN), e.g., Time and Material (T&M) Firm-Fixed-Price (FFP), or other?

A- The anticipated contract type is a hybrid consisting of FFP and Labor Hour (LH) CLINS. The

LH CLINS are identified in Attachment A, Price Cost Schedule, by the estimated number of LHs needed.

29. Is there a particular format requested for resumes for key personnel?

A- Resumes for key personnel shall be submitted in accordance with the solicitation. The proposal file’s format is provided under the instructions of the RFP in Attachment E.

30. What will be the secured submission method to forward the personnel roster with social security number information?

A- In accordance with the PWS, the preferred method to send the Personnel Roster or Social

Security Numbers is by encrypted e-mail.

31. Please clarify which of the key personnel are required to have secret security clearance.

A- All Contractor personnel who require access to the Department of Veterans Affairs' computer systems and/or VA Sensitive Information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C).

The position sensitivity and the level of background investigation required for each Contractor personnel are commensurate with the required level of access for the tasks defined in the PWS. The Contractor shall deem all tasks in the PWS as Position Sensitivity “Moderate”, also referred to as Tier 2.