36C10X22R0040 0002 MLRM QA 6-21.docx

36C10X22R0040 0002

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

N/A 36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703 To all Offerors/Bidders

36C10X22R0040

06-10-2022

X

The purpose of this amendment to the solicitation is to answer questions from vendors.

The ultimate deadline for submission is unchanged as a result of this amendment.

See the CONTINUATION PAGE for Questions and Answers.

Jacky Jean-Jacques

Contracting Office

Veteran’s Health Administration (VHA) MLRM Review Panelists QUESTIONS AND ANSWERS

Q1. How long does a typical panel hearing last?

A1. Review Panel conferences are scheduled for 15 minutes. If the case involves 4 or more reviewers, the panel is scheduled for 30 minutes.

Q2. Can you confirm that at least 3 panelists will be needed for each panel?

A2. Three is the minimum number of panelists needed.

Q3. How do we receive the cases/claims/information? It appears we will be accessing a VA system where that information is house and disseminated.

A3. Information will be sent via encrypted e-mail or other secured means as written in SOPs disseminated at the Kick-Off meeting

Q4. In what manner do we return the final decisions to the VA?

A4. Contractor shall securely provide MLRM with electronic copies of completed WSECs through Government approved methods i.e., encrypted emails.

Q5. In the RFP, PIV Cards are required and supplies by the VA. However, it indicates that all contractor personnel are required to obtain these PIV badges. Are PIV cards required for every review panelist?

A5. Yes.

Q6. There is a stated requirement that everyone log into the system at least every 30 days. Does that include every panelist?

A6. Every panelist is required to maintain access to VA electronic systems. At this time, this requirement is each holder of a PIV badge logs in at least once every 30 days.

Q7. Can you confirm that after contractor receives cases, they are fully responsible for scheduling panelists, holding panel discussions, and issuing reports back to agency, and ensuring the safeguarding of all materials A7. After contractor receives cases, they are responsible for arranging the schedules of their panelists and sending that information to MLRM. MLRM will coordinate the meeting of the panel. All WSEC reports must be submitted to MLRM before the panel. The contractor is responsible for safeguarding all patient data and materials.

Q8. Can you confirm that agency is looking for a firm fixed per fee, which would include a fixed fee for all contractor work leading up to and through issuing a decision?

A8. A Firm-fixed contract for each task. A task is defined as providing a WSEC and participating in the Review Panel.

Q9. Page 1.0 Background/Scope A task is defined as providing a WSEC and participating in the RP. Within an individual task, what is the average length of time between the “providing a WSEC” step and “participating in the RP”?

A9. This depends on the availability of the participants. Based on past contract interactions, the panel is typically held withing 4-8 weeks of all WSECs being submitted.

Q10. Page 11 Section 8, Task 3 For a small portion of RP determinations, a practitioner identified for NPDB report may provide MLRM with substantive new information not available at the time of the RP determination. This new information may lead to an additional RP consisting of original Panel members. This additional task will be invoiced at half the CLIN price of the original RP.

Is the additional RP invoiced at half at the conclusion of the RP?

A10. The full CLIN at the conclusion of the full panel, the half CLIN at the conclusion of the additional panel.

Q11. Page 11 Section 8, Task 3 Are the original tasks invoiced in full at the conclusion of the first panel?

A11. Yes.

Q12. Page 11 Section 8, Task 3 What is the average length of time of task completion?

A12. Participants have 20 business days to complete the WSEC. The panel typically occurs 10 to 35 business days after all WSECs are received by MLRM.

Q13. Page 31 Contract Clauses What is the average time between the assignment and completion of the task?

A13. Participants have 20 business days to complete the WSEC. The panel typically occurs 10 to 35 business days after all WSECs are received by MLRM.

Q14. Page 31 Contract Clauses What is the average time between the time the task is assigned and the ability for the vendor to invoice?

A14. Vendors may invoice in the billing cycle following the panel.

Q15. Page 31 Contract Clauses At what point can the contractor invoice for the WSEC?

A15. A task is defined as providing a WSEC and participating in the Review Panel. Vendors may invoice in the billing cycle following the panel.

Q16. Page 31 Contract Clauses Is invoicing at the completion of the task?

A16. Vendors may invoice in the billing cycle following the panel.

Q17. General Contract Clauses Will the government consider adding clause 52.222-46 to the solicitation?

A17. No, the Government will not consider adding clause 52.222-46 to the solicitation.

Q18. TMAX has experience with the VA Medical Disability Exam Contract and that program does not require providers to have a PIV because there is a secure file transfer process in place for the medical records, and they are not working directly in a government system. Would the government consider using a secure file transfer method instead of a PIV card process for gaining access to medical records?

A18. No.

Q19. What is the timeline between start of service and requiring the new staff (who need it) to have their initial clearance PIV card? We do not see an allowance for the process in a transition in period.

A19. Contractor shall ensure all Contract personnel have completed Tier 1 security investigation and TMS trainings within 20 business days upon award. In compliance with VA Directives, when these actions have been completed vendors will be eligible to receive their PIV card (or eligible for temporary log-in until card can be acquired).

Q20. What is the timeline between start of service and requiring the new staff (who need it) to have their initial clearance PIV card? We do not see an allowance for the process in a transition in period.

A20. Contractor shall ensure all Contract personnel have completed Tier 1 security investigation and TMS trainings within 20 business days upon award. In compliance with VA Directives, when these actions have been completed vendors will be eligible to receive their PIV card (or eligible for temporary log-in until card can be acquired).

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