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| Question # | Source Document | Section # | Section Title | Page # or Line # | Question from Industry | Response from VA | |
| 1 | Draft RFP | 6A FedRamp | INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE | Pg# 13 | What are the security requirements for the on premise applications? Are there specific considerations or requirements for systems that only store data temporarily? | Anything “on-premise”, that is operating within the VA’s firewall will require an Authority To Operate (ATO) but does not require a FedRAMP rating. | Anything hosted outside of the VA’s firewall that stores VA data or allows VA users to login and work requires a FedRAMP Assessment |
| 2 | Draft RFP | 3F | QUESTIONS AND SUBMISSION | Pg# 53-56 | We request that VA remove the requirement for hard copy and CD submission. This requirement seems superfluous and presents an undo burden. | Submission requirements will be updated and posted with the final RFP. | |
| 3 | Draft RFP | 4.4 | VOLUME III – PAST PERFORMANCE | Pg# 65 | If an Offeror has an affiliate under the same ownership, can that affiliate’s past performance be submitted? | VA may evaluate the past performance of an affiliate if the affiliate will provide meaningful services or serve a meaningful role in the proposed contract performance, if the offeror's proposal clearly outlines the affiliate's involvement. | |
| 4 | Draft RFP | 4.4 | VOLUME III – PAST PERFORMANCE | Pg# 65 | Should affiliate past performance be cited first with the Offeror, or alphabetically with the subcontractors? | Affiliate past performance should be cited first with the Offeror. | |
| 5 | Draft RFP | 4.4 | VOLUME III – PAST PERFORMANCE | Pg# 65 | The government states “Offerors may also submit past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the acquisition.” | | |
| When evaluating past performance criteria, how are proposed key personnel's relevant experience evaluated in comparison to the Offeror's relevant contract experience? | VA will provide technical evaluation factors on the Request For Proposal (RFP). | | | | | |
| 6 | Draft RFP | 5 | VOLUME III – PAST PERFORMANCE | Pg# 78-79 | The current VA CCN Dental Network Draft RFP states "Relevant is defined as a contract that is similar in size, scope, and complexity of the requirements in the solicitation. Size refers to the total number of network providers managed by the Offeror and the total value of processed healthcare, dental, and pharmacy claims. In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance." |
| Will the government consider the prior VA CCN Region 4 RFP, Section L.7.1 language that states "Wherever the Offeror is required to provide past performance information, the Offeror may submit past performance information of its joint venture partner’s (or partners’) or an Offeror’s affiliate’s (or affiliates’) parent organization’s (or parent organizations’) contracts if the information provided shows that the workforce, management, facilities or other resources of the JV partner(s), affiliate(s)/parent organization(s) will bear on the likelihood of successful performance by the Offeror? | VA will provide technical evaluation factors on the Request For Proposal (RFP). | | | | | |
| 7 | Draft RFP, PWS | 12 | Program Integrity, Line 1682 (Facilitate Reporting) and Line 1676 (Training | Pg# 63-64 | How does VA facilitate the reporting and investigation of suspected Fraud Waste and Abuse (FWA) cases? |
| Are there ongoing training resources or support provided by VA to help identify and prevent FWA among network providers? | VA intends for the Offeror to provide an anti-fraud and abuse education program to network providers and other Contractor staff per PWS section 12 - Program Integrity and PWS section 12.4 - Fraud and Abuse Training and Education. | | | | | | |
| 8 | Draft RFP | N/A | Schedule of Deliverables | N/A | | |
| Will VA provide data layouts and corresponding data dictionaries for data transfers referenced in the appendix once the RFP is published. For example, will the layout for the Government Supplemental Payment File be provided? | VA will provide necessary data layouts and formats with the RFP. | | | | | |
| 9 | PWS | 14.1 | Communication and Access to Contractor Systems | Pg# 90 | Is the Protected Health Information and Personally Identifiable Information to which the contractor will have access considered Controlled Unclassified Information? | Yes, VA defines Controlled Unclassified Information, to include PHI and PII, as unclassified information the United States Government creates or possesses that requires safeguarding or dissemination controls limiting its distribution to those with a lawful government purpose. |
| 10 | QASP, PWS | Appendix A/ 5.3 | Performance Objective Calculations/ 5.3 Contractor Use of VA-Provided Ticketing Tool | Pg# 17-18/ 43 | Will the contractor have to cover any costs of Tier 1 or other personnel investigations? | Yes, VA expects the Offeror to cover the costs of Tier 1 and/or all other personnel investigations required by its personnel (prime and subcontractors) to perform the tasks required under this contract. |
| 11 | QASP, PWS | 4.1/5.1 | Surveillance Techniques/ Information Technology Support | Pg# 7/ 45 | For technology services that the Government prefers to occur in the United States, does the United States include the territories and protectorates? | Yes. This does include United States territories. The RFP will be updated to reflect "and U.S. territories". |
| 12 | PWS, Manual | 14.2/14.2, 4,9.4, | Configuration Management and Testing/ELIGIBILITY DATA MANAGEMENT, Test Claim Tracers. | Pg# 90-121 | Can the Government make available the VA configuration guidelines? | No, the Offeror is to establish and provide VA with a configuration management plan to support this requirements; as currently written, that addresses changes to be tested, accepted and implemented. |
| 13 | Draft RFP | 6,12 | INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE , SYSTEM SECURITY GOVERNANCE | Pg# 13 , 19 | What FedRAMP Impact Level does the Government require for Protected Health Information and Personally Identifiable Information to which the contractor will have access? | VA requires, at a minimum FedRAMP Moderate and potentially FedRAMP High impact level due to the sensitivity of the data, which would be accessible externally (to the VA), handling PHI, PII, and possibly provider payment/banking information overall. |
| 14 | Draft RFP | 2.1 | Payment Waiver Rate - Impact on TEP | Pg # 28 | As bidders are required to submit a waiver percentage, how will VA consider this in the total evaluated price since waiver related frequency / volumes are unknown? | VA will provide Evaluation Criteria on the Request For Proposal (RFP). |
| 15 | Draft RFP | 3.1- 3.3.1 | Network Adequacy - Drive Time | Pg # 23-28 | Would DHA consider modifying the drive time and appointment standards to consider General Dentist drive time standards versus specialists drive time standards? Allowing for this, can help avoid an overbuilt network that is underutilized especially for specialists. | VA does not intend to modify drive time and appointment standards for general versus specialist dental services. Drive time standards and appointment standards for dental services are set in accordance with the Mission Act of 2018. |
| 16 | PWS | 3.4 | Credentialing | Pg# 29- LN # 633 | Section 3.4 Credentialing states that credentialing is renewed annually, no later than the annual anniversary of the network provider's most recent credentialing. The accreditation and industry standard requires credentialing every 3 years. | |
| Would VA consider adjusting the annual credentialing requirement given that continuous monitoring with NPDB would identify any potential issues during that 3-year period for re-credentialing? | No, VA does not intend to adjust the annual credentialing requirement. | | | | | |
| 17 | PWS | 7 | Pharmacy | Pg# 52-LN # 1291-1296 | Section 7 Pharmacy states "The real time formulary shall also allow prescribers to electronically submit a prescription(s) and all necessary documentation for medications that have VA prior authorizations or are non-formulary'". |
| Can the government please clarify if the intent is to offer an e-prescribing tool as part of the pharmacy solution? | VA intends to accept and fill electronic prescriptions from community providers as the primary method due to their ease and compliance with all state regulations, however VA will accept and fill hard copy prescriptions, to include fax where applicable. | | | | | |
| 18 | Sources Sought Notice | 5.0 | Submission Instructions | Pg# 7 | Please clarify the submission instructions under 5.0. The formatting guidelines states 20-page limit, excluding cover page and company profile, if included. |
| With the attached excel Vendor Responses Template, does the government intend for the 20-page limit to apply to the responses included in submitted excel template? | The 20 page limit applies to responses to the questions in Section 6.0, as well as comments on the draft Performance Work Statement (PWS), Dental Network Contractor Manual, Quality Assurance Surveillance Plan (QASP), and Program Concepts to include recommended revisions, industry best practices, potential risks, innovative solutions, and any additional input. The Offeror may provide its responses to the questions in Section 6.0 in pdf. Each question and response shall follow the number sequence in Section 6.0. | | | | | | |
| 19 | Sources Sought Notice | | Review and Timeline | | Given the volume of information released with the Sources Sought Notice, we respectfully request the government extend the deadline for an additional two (2) weeks to receive feedback on the Draft Dental Manual, Dental QASP Manual, Draft RFP Program Components and the Draft PWS. | VA does not intend to extend the RFI close date at this time. |
| 20 | PWS | 9 | Claims Processing and Adjudication For Dental Network 1386 Services Rendered | Pg # 55 | Does the VA want dental documentation that is required to adjudicate the claims or all images / records / notes the dentist possesses? | VA only requires the dental documentation necessary to document a record of service provided to properly adjudicate the claim, consistent with VA business rules and the Dental Manual. |
| 21 | PWS | 6.1 | Request for Services | Pg # 51 | Does the VA envision the dentist RFS can be approved while the Veteran is in the dental office seeking care, or will the Veteran needs to return at a later date (or go to VAMC) to have the service performed? | VA requires that all dental services have an Approved Referral in advance of any treatment initiation or an Approved RFS prior to additional treatment being rendered in accordance with the PWS. Care may only be provided based on an the authorized treatment plan provided by the VA on the Approved Referral or RFS. |
| 22 | PWS | 9.1 | Claims Submission and Processing Timeframes | Pg # 55 | RFP states "The Contractor shall process and adjudicate 98% of all claims, including resubmissions, within 30 days of receipt." Would the VA consider adding "Clean Claim" to this SLA? | VA does not intend to incorporate separate timelines for "clean claims" under this service level agreement. It is VA's intention that the contractor process and adjudicate all claims within 30 days of receipt, regardless of whether the claim is initially complete. The 98% threshold will be removed from the PWS, but will be retained in the QASP as a performance metric. |
| 23 | Draft RFP | B.5/ 2.1 | PRICE/COST SCHEDULE/ Waivers of Payment Rates | Pg # 23/28 | Will the VA release Veteran claims and geo data to determine where bidders will need to consider a waiver? | |
| As the xxx3 CLIN is part of the TEP, bidders will need to understand the historical claim volumes, mix of services and what geographies should be considered included. Bidders will need to calculate the difference between the DVAFS and the increased reimbursement by geography. | VA will include an attachment with historical purchasing patterns and volume data, that is intended to inform the Oontractor’s network development and pricing strategy. | | | | | | |
| 24 | Draft RFP/PWS | 2.4.7/ 14.2.1 | OPTIONAL CLIN X007, Software Development/ Software Development (OPTIONAL TASK) | Pg # 32/ 91 | Will the software team act as VA staff augmentation (i.e. VA will oversee and provide direction), or should the price provided include bidder oversight costs? | No, the software team will not be VA staff augmentated, however VA intends to oversee the process to ensure successful alignment with requirement. |
| 25 | Draft RFP | 2 | VA Payment Hierarchy | Pg# 28 | If the VA is instructing bidders to pay 50% of billed charges, does the VA intend to list those procedure codes in the DVAFS and indicate they are covered at 50%? As balance billing is not allowed, the 50% reimbursement may not cover the dentist's expenses. | |
Does VA anticipate dental referrals to be solely address uncovered codes? VA does not intend for referrals to solely address uncovered codes but may be used to authorize additional services or modifications to the treatment plan as written in the PWS.
The DVAFS includes codes that are either payable or non-payable, with specific coverage flags ("Y" for payable and "N" for non-payable). When there is no applicable rate in the Dental VA Fee Schedule (DVAFS), the Offeror is instructed to reimburse 50% of billed charges for dental services. Regarding balanced billing, VA does not intend to change that lanugage.
26 PWS 1.1 Introduction Pg# 9-LN# 18 - 20 CCN Next Generation - Medical Network: Regional medical and pharmacy networks, and claims processing • CCN Next Generation - Dental Network: National dental network and claims processing”
| Will the Government please confirm it intends the dental contract to be a national standalone contract? | Yes, VA is requesting feedback on a national dental network contract. | | | | | |
| 27 | PWS | 1.3 | Applicable Documents | Pg # 10-LN# 33 - 37 | “This includes the latest versions of documents available on the CCN Next Generation Applicable Documents webpage. Updated documents will be posted on the webpage immediately upon their issuance. The Contractor is responsible for regularly checking the webpage, at least bi-weekly, to ensure compliance with the most current versions of the applicable documents.” |
| Will the Government confirm previous documentation versions will be maintained for compliance purposes? | Yes, VA intends to maintain all versions of applicable documents that have been posted on the CCN Next Generation Applicable Documents webpage. | | | | | |
| 28 | PWS | 1.3 | Applicable Documents | Pg # 10-LN# 42 - 46 | “Semi-annual updates to the manual will be distributed to the Contractor by the Government. Within five (5) business days of receiving an update, the Contractor shall inform the Contracting Officer (CO) in writing if it is unable to implement the changes and the reason(s) why. Urgent changes outside of the semi-annual update schedule will be communicated in writing via the CO.” |
| Will the Government consider requiring Kickoff Meeting presentations to be delivered 5 days prior to the Kickoff Meeting? Since the Kickoff meeting is 30 days after award, requiring the presentation 15 days prior allows only 2 weeks for the Awardee to account for any changes in the project plan that were included (or rejected) into the PWS by the Government as a result of proposed solutions, and incorporating action items from the Post Award Meeting. | Not at this time. The VA requires 15 days to review materials prior to the meeting so that a meaningful exchange occurs. | | | | | |
| 29 | PWS | 2.3 | Deployment and Implementation | Pg # 14- LN# 168 - 169 | “ The Deployment and Implementation Status Report shall demonstrate readiness prior to go-live at each Station.” |
| Is it the Government’s intent for go-live dates to vary by station, or only for a staggered readiness review by station prior to go-live? | VA requests that the Offeror provide its solution to deployment and implementation. | | | | | |
| 30 | PWS | 2.3 | Deployment and Implementation | Pg# 14-LN# 173 | “The Contractor shall achieve go-live no later than 18 months from contract award”. |
| Please confirm the Government anticipates an 18-month transition timeline as there is a conflict with the timeline identified in the dRFP at section B.1. | VA intends go live to be no later than 18 months from contract award as stated in PWS section 2.3. | | | | | |
| 31 | PWS | 2.5.1 | Quality Assurance Surveillance Plan | Pg # 16- LN# 225 - 233 | “While the QASP itself is not part of the contract, Attachment 1 of the QASP (“Performance Requirement Summary (PRS)”) is incorporated into the contract as an attachment to this PWS (see Attachment TBD). The QASP will be finalized upon contract award and a copy will be provided to the Contractor for informational purposes only. The CO may make unilateral changes to the QASP, as well as to any methods of surveillance, surveillance schedules, and frequencies of surveillance identified in the PRS. Changes to the performance objectives, Acceptable Quality Levels (AQL) or standards, and incentives/ disincentives identified in the PRS shall be executed via bilateral agreement between VA and the Contractor.” |
| Will the Government consider adding “methodology of measurement” and “timeline of implementation” to items which must be bilaterally agreed upon by the Parties? | The Government does not intend to add "methodology of measurement" or "timeline of implementation" to the items which must be bilaterally agreed upon by the parties. | | | | | |
| 32 | PWS | 2.9 | Cooperation | Pg # 21- LN# 400 - 401 | “Liability for the improper disclosure of any Contractor proprietary data by any Contractor entity rests with the Contractors, and not the Government.” |
| Will the Government confirm the intent of this paragraph is not to supersede FAR 3.104-4 and/or VAAR 603.104-4 requirements, and the government would confirm Contractor agreement prior to disclosure of properly identified proprietary materials? | PWS section 2.9 - Cooporation requires cooporation between various Contractors providing services to the VA. The referenced sentence is informing Offerors that VA is not liable for the improper disclosure of proprietary data from contractor to contractor. VA intends to adhere to all requirements as required by FAR 3.104-4 and VAAR 603.103-4. | | | | | |
| 33 | PWS | 5.1, 5.1.2, 5.3 | Contractor Contact Center, Contractor Contact Center Supporting Network Providers, Contractor Use of VA-Provided Ticketing Tool | Pg# 35- LN# 805, 838, 1035 - 1105 | Contractor Use of VA-Provided Ticketing Tool |
| Will the VA consider sharing additional detail, or conducting a demonstration, of the proposed VA-provided ticketing tool including what type of technology is required to integrate ticketing tool into contractor processes/systems? | VA does not intend to do a demonstration. VA requests feedback from industry regarding tehcnology available to perform requirements as written in the PWS. | | | | | |
| 34 | PWS | 3.5 | Dental Network Provider Data for VA’s Provider Directory | Pg # 31-LN# 686, 711 - 712 | "The Contractor shall begin transmitting the full list of network providers six (6) months prior to go-live. The Contractor shall provide daily network provider change files thereafter.” |
| Will the Government please confirm their intent is, beginning at 6 months prior to go-live, Contractors will transmit all network providers that have been contracted at that time, not for the network to be complete 6 months prior to go-live? | The Contractor shall begin transmitting the full list of network providers six (6) months prior to go-live. The Contractor shall achieve go-live no later than 18 months from contract award. | | | | | |
| 35 | PWS | 5.5 | Dental Network Provider Satisfaction Surveys | Pg # 45-LN# 1116 | "The Contractor shall administer VA-provided surveys' for Dental Network Providers.'" |
| Will the Government partner with the Contractor to determine final survey format, content, and language to allow Contractor's the opportunity to advise on content or concerns that may inadvertently impact the way a provider interprets the questions? | VA may seek advise from the Contractor at a later date. | | | | | |
| 36 | PWS | 9/10 | CLAIMS PROCESSING AND ADJUDICATION FOR DENTAL NETWORK 1386 SERVICES RENDERED/ Processing and Adjudication/Reimbursement Submissions to VA | Pg# 55/60-LN# 1391-1393/1558 | ” For any care provided under the contract, the Contractor shall only invoice VA for reimbursement when a VA Approved Referral has been issued by VA and a payment has been issued to the network provider." Lines 1559 - 1560 state, "The Contractor shall reimburse the provider and submit an invoice to the CO and COR within 30 business days of the service." |
| Should lines 1559 - 1560 state, "The Contractor shall reimburse the provider and submit an invoice to the CO and COR within 30 business days of the claim processesing."? | VA does not intend to revise the language. | | | | | |
| 37 | Draft RFP/PWS | 6/ 2.3 | TERM OF CONTRACT / Deployment and Implementation | Pg # 5/ 13-LN # 173 | “The term of Contract will be 21 days after award and extend through September 30 of that fiscal year. The base period will be less than 12 months. The contracting officer will revise the base period of performance based on the actual date of award.” |
| This conflicts with dPWS line 173, which establishes an 18-month base period. We assume the PWS timeline is correct, and support the 18 month timeline. | VA will establish a base period of performance on the RFP. | | | |
| 38 | Draft RFP | B.2 | IT Contract Security -VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY |
| 1 GENERAL | Pg # 6 | “The Contractor’s shall educate providers to have a FHIR interface as a solution to return information back to VA.”. | | |
| Will the government confirm their intent is not to require all network providers to have a FHIR interface, but to educate on the value of a FHIR interface only? We want to ensure VA considers supports the use of providers without FHIR solutions to ensure network adequacy. | The Contractor is required to integrate with VA’s DAS or EDI Gateway to provide a standard interface for data access and transmission of information to VA (including reports and files) as required by the PWS. VA intends for the Contractor to educate providers to have a FHIR interface as a solution. | | | | | |
| 39 | Draft RFP | 4 | Information Security | Pg # 9 | “If a Federal Government Authority to Operate (ATO) has been obtained within the past three years, provide a copy of the ATO obtained, and the agency issuing the ATO. If the CCN Contractor has neither of these, the Contractor must provide a synopsis of their network security controls environment as part of their proposal.” |
a. Will the Government confirm a bidder submitting an ATO as part of their proposal will receive full credit for network security controls evaluation?
b. If so, how will an ATO be rated (full, exceptional,etc.)? VA will provide Technical Evaluation Factors and Evaluation Criteria on the Request For Proposal (RFP).
40 Draft RFP 11 Training Pg # 19 “The Contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 2 days of the initiation of the contract and annually thereafter, as required.”
| Will the Government confirm “initiation of contract” refers to Health Care Delivery? | No, "initiation of contract" does not refer to Health Care Deilvery. | | | | | |
| 41 | Draft RFP | B.8 Invoices | 1 Dental Services Invoices | Pg # 35 | The Contractor shall submit to VA a daily transmission of claims the Contractor adjudicated and paid to CCN providers for healthcare services and pharmacy prescriptions via EDI 837 COB HIPAA Standard Transaction and National Council for Prescription Drug Programs (NCPDP) transactions including payment and remittance advice data using NCPDP 4k D.O. file structure with regard to pharmacy invoice files and submitted as .txt files. |
| Please confirm medical and pharmacy services are combined on a separate contract from dental services. | VA is currently only requesting industry feedback on a national dental network as written in the PWS, manuals, QASP and Program Concepts. | | | | | |
| 42 | Draft RFP | B.8 Invoices | 1.2 Administrative Invoices | Pg # 37 | “The Contractor shall submit Administrative Fee invoices based on the number of Enrolled but Eligible for Dental Care Veterans for the month covered under the invoice. The Contractor shall pay its individual CCN providers as proof of dental services rendered prior to submitting the PMPM invoice to Contracting Officer / COR.” |
| Please confirm a contractor's administrative PMPM payment will always be paid in arrears, with submittal of up to 210 days (180 claims timeliness deadline + 90 days for submission to the government). It is our understanding this would require a rolling capture and monitoring of administrative claims for each month over a 9 month period. Will the Government confirm if contractors invoice based upon the date of service or the claim processing date? For example, if a Veteran receives services in OP1, but the claims is submitted in OP2, in which year does the administrative PMPM apply? | VA will provide Administrative Fee invoicing and payment methodology instructions on RFP. | | | | | | |
| 43 | Draft RFP | Clauses | 1.3 Integrated Process Teams | Pg # 47 - 48 | What is the limit on the number of IPT’s the Government may request each contract year? | The government does not intend to require a specific number of Integrated Process Teams (IPT's) each year. VA intends to collabortatively establish IPTs when necessary to address system wide issues impacting all CCN Next Generation contracts. |
| 44 | Manual | N/A | N/A | N/A | | |
| Will the Government confirm an updated manual version will be released with the draft RFP, and a finalized version included with the RFP? | Yes, VA will release an updated manual with the RFP. | | | | | |
RFI 36C10G25Q0078 CCN Next Gen - Dental Network Industry Questions
