Solictation Question and Answers.pdf

Questions and Answers

Question 1: Regarding B.1 Statement of Work, 2.0; please provide the full list of A Codes and L

Codes for work to be provided.

Answer 1: Attached is the list of HCPC codes

Question 2: Regarding B.1 Statement of Work, 2.1; what is the complete listing of VISN 10

Facilities and associated Community Based Outpatient Centers (CBOC)?

Answer 2: Attached is a listing of all VISN 10 sites, this does not mean consults/quote requests will be submitted from every site.

Question 3: Regarding B.1 Statement of Work, 3.1; the scope of work states that the BPA Holder is to have a full-time ABC/BOC Orthotics, Prosthetics and Pedorthics certified staff member at each of the proposed service locations.

3A. Is it expected that a staff member must be staffed at the location during all office hours?

Ideally 100%, I would say that the office must be open at least 50% of the week and offer an alternative location for the closed days)

3B. How many hours per week is it expected that a staff member must be staffed at each location per week? ?

by appointment but emergency visits must be available within 24 hours when the Vet is at risk

3C. If staffing at the proposed service locations is by appointment, how much advance notice is given prior to appointment scheduling?

This is determined by mutual agreement between the BPA holder and patient.

Question 4: Regarding 6.3 Statement of Work; can experienced orthosis wearers be measured, fitted and accept delivery by a CFO if the CFO is working under the supervision of a CO at the

BPA facility?

Answer 4: As long as the CFO is working under the supervision of the CO this is fine

Question 5: Regarding 6.3 Statement of Work, 8.0;

5A. How frequently are Certified Orthotists and Certified Prosthetists invited or scheduled to attend facilities and associated CBOCs in the current state of Michigan locations?

This is on a case by case basis; this is not a common occurrence.

5B. Where are clinics referenced in 8.1?

The sites listed under 7.0. See attached care sites.

Question 6: Regarding E.1 (b) (4) (a) Solicitation Provisions; given that the CMS Competitive

Bidding contracts and associated rates will be implemented in January 2021 and the contracts will include L Codes; will the “percentage discounts offered” apply to the CMS Competitive

Bidding fee schedules when they are implemented for L Codes included in CMS Competitive

Bidding?

Answer 6: Yes, discounts will be applied to current year Medicare list pricing

Question 7: Regarding B.1 Statement of Work, 2.1; how and where does a respondent indicate the facilities and associated CBOC where the vendor can provide services?

Answer 7: This was an oversight. An amendment will be posted requesting offerors to provide a list of facilities they are capable of serving.

Question 8: Regarding B.1 Statement of Work, 2.1; how and where does a respondent indicate the facilities and associated CBOC where the vendor cannot provide services?

Answer 8: Not required

Question 9: Regarding E.1 (b); will all questions and answers submitted in response to the solicitation be published to review by all potential vendors?

Answer 9: Yes, a list of all questions and answers is being compiled and will be posted on contract opportunities for all interested vendors to review.

Question 10: Regarding E.1 (b); when will questions and answers be published and where will answers be published?

Answer 10: Questions and answers will be published as an amendment on contract opportunities.

Question 11: E.1. (b) (4) states that a “technical description” of the items being offered must be shown; will a listing of the A and L HCPCs Codes the offeror plans to provide along with the description of the code meet this requirement?

Answer 11: We need copies of credentials/certifications of the Orthotist(s) and/or Prosthetist that will be working under the agreement.

Question 12: Regarding E.1. (b) (4) (a) Required Documentation; is the Price/Cost Schedule found in A.2, not B.2. as listed?

Answer 12: You are correct the Price/Cost schedule is found at A.2 not B.2 this oversight will also be listed in the amendment.

Question 13: E.1 (b) (4) (b) Special Standards states that the offeror must submit documentation of current credentials/certifications of each Orthotist/Prosthetist completing work as part of the agreement to allow for the validations of the requirement listed in the Statement of Work; is the documentation required pertaining to Section B, 4.2?

Answer 13: The documentation is to support section 3 of the statement of work.

Question 14: E.1 (b) (4) (b) Special Standards states that the offeror must submit documentation of current credentials/certifications of each Orthotist/Prosthetist completing work as part of the agreement to allow for the validations of the requirement listed in the Statement of Work; is the documentation required listed in Section B, 4.2: Credentials, Current Competency Assessment, Current Performance Evaluation, and Listing of CEUs

Answer 14: Additional documentation is not needed at this time.

Question 15: E.8. (a) “Small business concern” states the size standard of this solicitation is 750 employees pertaining to NAICS Code 339113. Binson’s is registered in SAM with a primary

NAICS Code of 423450 which has a Small business criterion of 500. Is Binson’ to use the Small business concern employee number of 500 for itself and all affiliates or an employee number of

750 for itself and all affiliates.

Answer 15: If you qualify as a small business of 500 you qualify as a small business of 750.

Question 16: Can we bid on the contract under the “parent” company of Transcend Orthotics &

Prosthetics, LLC and list the subordinate companies and locations? Or is it best bid each company separately? Or is it best to bid each location separately? Or all of the above?

Answer 16: It depends on how orders will be placed and billed. If everything is ordered and billed through the parent company and the parent company sends the orders to appropriate franchise, then one response is needed. Response should include listing the franchises and the areas covered. But, if each franchise has its own DUNS and orders are placed and billed by each franchise, then each franchise would need submit a response. This will allow a BPA to be set up with each one.

Question 17: What are the terms of any express warranty? Page 40 bullet (5).

Answer 17: Express Warranty for this agreement is a minimum of 90 days. Refer to page 8, para.

4.3 Warranty.

Question 18: On page 40 under Required Documentation it asks for Pricing but then also bullet

(6) on the same page lists price and discount terms. Are these are referring to the same pricing?

Answer 18: Yes, this is referring to the same pricing. You can use page 4, A.2 Price/Cost

Schedule.

Question 19: Page 40 bullet (8) asks for a copy of the FAR 52.212-3, are they just looking for proof of our SAM registration?

Answer 19: Exactly, SAM registration.

Question 20: How will the negotiation work for NOC items? Page 6-7, 2.2.1 – would this take place if we were awarded the contract? Would a cost invoice be required or is this information we need to include in our proposal?

Answer 20: Yes, further negotiation will be worked out prior to completion of the agreement for

NOC items. Currently, this is being worked at the VA level. And, yes, a cost invoice from the manufacturer will be required to determine total cost.

Question 21: Page 1, Item 12 Discount Terms – Can we simply enter “see below” or “see attached”?

Answer 21: Page 1 all you need to complete is block 17a and 30a, b, c

Question 22: Page 40, (2) What is “the time specified in the solicitation for receipt of offers” referring to? Isn’t this listed on page 1, #8?

Answer 22: Yes, it’s the same information.

Question 23: Page 40 (4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. Would this be sufficient? “Custom

Orthotic devices as defined by the American Board for Certification’s (ABC) Orthotic, Prosthetic

& Pedorthic Scope of Practice”. Would this be written somewhere into the Solicitation or in a separate document?

Answer 23: You need to submit copies of certifications for your Orthotist and/or Prosthetist with your package.

Question 24: Page 40 (6) We presume this requirement is coved by completion of Price/Cost

Schedule on page 4? Correct.

Answer 24: Completion of the Price/Cost schedule is sufficient.

Question 25: Page 40 (8) We are confused how to complete this. We are making no change of representations from what is listed in Sam.gov. Do we make a separate statement regarding this? Do we complete the check boxes on pages 50-52?

Answer 25: This is just asking for a copy of your SAM registration to show you are SAM registered.

Question 26: Page 46 (a)(2) Do we need a Statement that we take no exceptions?

Answer 26: Yes. This can be on company letterhead. Signing page 1 block 30 also represents that you take no exceptions to the terms and conditions of the agreement.

Question 27: Pages 52 to 62: Do we need complete any of this if we have answered this in

Sam.gov?

Answer 27: No

Question 28: Do you prefer paper or electronic submission?

Answer 28: Electronic please.

Question 29: Finally, we anticipate having our primary bid ready for submission by July 13th. If we submitted the bid to you prior to the deadline for questions of July 14th, would you be able to provide feedback regarding basic compliance with the application requirements.

Answer 29: Yes, I will review and let you know if additional information is needed.

Question 30: We are not currently contracted with the VA but do have discounted amounts we use for our VA orders. Are you able to tell me where I can find the current VA contracted rates just so we have something to compare when completing the solicitation for pricing?

Answer 30: If discounts are being provided, we do not have that information. All we are aware of is the CMS HCPCS DMEPOS fee schedules.

Question 31: Mainly, I'd like to know if there are any changes that will be made if we do not become long term blanket purchase vendors, specifically will the number of referrals drop?

Answer 31: Per the Statement of Work paragraph 6.1.1 “VA personnel shall not direct, guide, or prompt a veteran beneficiary to a specific BPA Holder except when a physician determines it is medically necessary. To assist in the selection of their Orthotist, all eligible veteran beneficiaries shall be given a current list of approved BPA Holders located within the Medical Center’s jurisdiction. The list of providers shall contain the following header statement in boldface type:

“YOU HAVE THE RIGHT TO SELECT THE ORTHOTIST OF YOUR CHOICE FROM ANY OF THE

VA BPA HOLDERS. ANY ATTEMPT TO INFLUENCE YOUR DECISION OR TO DIRECT YOU TO

ANY PARTICULAR BPA HOLDER SHOULD BE REPORTED TO THE MEDICAL CENTER

DIRECTOR OF THIS FACILITY.”

Question 32: Page 23, C.3(b) - are you able to provide clarification? The items will be provided per the specification of the healthcare provider’s prescription for each patient and will encompass a wide variety of orthotic devices. When will proof of conformance to the standard be required? Will labels and seals need to be submitted for every invoice

Answer 32: When you submit your offer, you need to include copies of credentials/certification for all providers that will be completing work under the agreement. If at some point during the agreement the standard of product comes into question proof may be requested to ensure conformance of the standard.

Question 33: We have 5 locations; do I need to complete a solicitation for each office?

Answer 33: If each location has a separate DUNS number a proposal package needs to be submitted for each.

Question 34: My other questions are regarding the supporting documentation needed. In the body of the solicitation under supporting documentation (page 40 specifically), it looks to me like the only things you’re really needing is our ABC certificates for each practitioner, pricing, our remit address, and our warranty information. The pricing is listed in the solicitation where we wrote in our discount offer, as well as on the first page of the solicitation in box 12. Do you need me to include a statement (or an attachment) confirming the pricing as well or will the body of the solicitation suffice?

Answer 34:

- Complete block 17 and block 30 on page 1 the SF 1449, by signing you are agreeing to the terms and conditions set forth in the agreement.

- Complete page 3, Contractor Info.

- Complete page 4 Price/Cost Schedule if you intend on providing a discount.

- Provide copies of certificates for each practitioner

- Warranty Information

Question 35: I was going to include our SAM registrations showing we’ve completed the annual attestation, a list of our locations, and also provide a cert of liability for our company insurance.

Are there any other documents that are required?

Answer 35: Again, if each location has a separate DUNS number a SAM registration for each location will be needed. No other documents are needed.

Question 36: Once our submission is reviewed, will you ask for further documentation if it’s required? Or is this more of a “one and done” situation where we have to submit everything now that you might need?

Answer 36: I’m reviewing them as they are received. I will let you know if additional info is needed.

Question 37: Page 40 (8) We are confused how to complete this. We are making no change of representations from what is listed in Sam.gov. Do we make a separate statement regarding this?

Answer 37: Do we complete the check boxes on pages 50-52? This is just asking for a copy of your SAM registration to show you are SAM registered.

Question 38: Follow Up question regarding the page 40 (8), do want a printout of the FAR and

DFARS Report from Sam.gov?

Answer 38: You should be able to print a screen shot of the SAM registration showing your current.

Question 39: And here’s something new that just occurred to me: Our primary Indiana practice, Transcend Orthotics & Prosthetics LLC, has three primary locations. My intention was to submit a bid on behalf of the entire practice; however, each location has its own DUNS and Sam.gov registration. Should I just do each location separately or is there a way to do them on one bid?

Answer 39: Unfortunately, we will need to create an agreement with each location if they have different DUNS numbers. Therefore, we will need a submission package for each location.