S05- Vendor Questions2.pdf

RFQ- 36C26223R0053

Vendor’s Questions Clarified

4. How is the quantity of PCMH patients determined? Based on average data come approximately 15 to 20% of overall enrollees. Are there PCMH vesting visits?

No

Follow up: Could the VA please clarify how the quantity of PCMH patients is determined? The answer to question 20 says that “PCHMI is based of 15 to 20% of PMPM,” but this range does not tell how the billable roster for PCMHI will be determined. This information is crucial for offeror to price these services.

The billable roster is based on the number of enrollees that have a vested primary care visit within the last 12 calendar months. PCHMI is part of that number and is billed with the total.

5. Regarding section 2.8, how many synchronous and/or asynchronous encounters are anticipated per year at the Espanola CBOC?

ASKING OCC, will post answer by 11/24/2023 4pm PDT.

A specific number of annual synchronous and/or asynchronous encounters anticipated for Espanola CCBOC location can not be disclosed due to sensitive information. However, current interaction of VA’s OCC (federal) staff with TCT CCBOC contractors is as follows: OCC sends to each CCBOC clinics by 15th of ea. month, a list of enrolled patients that are scheduled or due now or next 90 days for encounters.

Contractor Clinic staff are responsible to report # of TH clinical reminders, encounters, and “follow-up” of enrollees back to OCC that monitors, tracks, whether (or not), CCBOC’s staff are meeting the telehealth modalities of quality of care.

16. Will the VA provide a list of all VA staff that require an office at the CBOC, including what type and size of office (if any) – Yes

Follow up: Offerors need to know of any offices required for VA use at the CBOC to submit responsive proposals.

A list was not included see below referenced.

No offices are required. The VA will provide 1 to 2 FTE TCT’s based on number of enrollees/panel size. They will work in the telehealth rooms – which are:

Minimum Quantity: _4_Size:180-240SF Description: Tele health Room Purpose/Details: Provides privacy for patients to meet confidentially in an individual or group setting with providers at the VA via electronic transmissions. Room must be soundproof to preclude transmission of intelligible sound outside the room Requirements: Contactor shall provide routine user- level maintenance and cleaning (to include cleaning supplies) ensuring that preventive maintenance is performed on schedule, reporting of equipment failures per protocol, entry of service requests, routine minor maintenance, troubleshooting, and interfacing with vendor to resolve equipment issues on all Telehealth equipment located in clinic.

24. Is this position provided by VA?

No – this is provided by the contractor

What position is the answer referring to?

2.4.3. DISCIPLINE SPECIFIC 3: LICENSED SOCIAL WORKER LCSW (social Worker)

27. Does the government require a Women’s Health Exam Room in addition to the procedure room?

Yes Follow up: Please clarify the exam room requirements for this one-PACT clinic. A Women’s Health Exam Room is the functional equivalent of a procedure room, per the PACT Space Module Design Guide. The answer to question 27, in combination with paragraph 4.28.12 of the RFP seem to be requiring 2 exam rooms, 1 women’s health exam room, 1 procedure room, and 1 consultation room. This seems excessive and costly for a clinic of this size.

There can be one exam room that is designated as the women’s health exam room.

However IF there is a female scheduled then that room MUST be used for that purpose ONLY. The minimum requirements are as follows:

Minimum Quantity: _2_Size:180-240SF Description: Patient Care Room Minimum Quantity: 1 Size:180-240SF Description: Female Exam Room with connecting restroom Minimum Quantity: _1 Size: 300 400SF Description: Large Shared Medical Appointment Room

28. Please list all VA staff that will be onsite at the clinic and the approximate number of days per week they will be there.

FTE: 1.0 to 2.0 (TCT) based on panel size, normal clinic hours Based on answers to questions for numbers 23 and 24 we want to confirm that the VA is in fact providing the TCT?

Yes that is correct.

31. For the proposal, we do not see a subfactor for location information (address, floor plans, etc.). Please confirm?

Confirmed. Please reference PACT Space guidelines

Follow up: What does this answer mean?

Must be within the county/city limits of Espanola

32. Does the VA have additional preferences on square footage minimum requirement, included furniture, and locations or number of electrical & data drops?

Yes What is the preference?

Minimum Quantity: 1 (include one per major corridor or ward) Size: 40 SF (4x10) Description:

Communications/Technology Closet Purpose/Details/Requirements:

1. Air Conditioned

2. Fire Suppression

3. Solid Core Door

4. Emergency /backup power provided if available

5. No windows, outside / open vents or other gaps

6. Double locked and keyed separately with copy of key provided to the VA Office of Information & Technology department and the site manager.

7. Access to this space shall be strictly controlled to ensure adequate information security.

33. Does the VA have additional preferences on square footage minimums, included furniture, or sinks included in any/all the telehealth rooms?

Yes

What is the preference?

Minimum Quantity: _4_Size: 180-240SF Description: Tele health Room Purpose/Details: Provides privacy for patients to meet confidentially in an individual or group setting with providers at the VA via electronic transmissions. Room must be soundproof to preclude transmission of intelligible sound outside the room Requirements: Contactor shall provide routine user- level maintenance and cleaning (to include cleaning supplies) ensuring that preventive maintenance is performed on schedule, reporting of equipment failures per protocol, entry of service requests, routine minor maintenance, troubleshooting, and interfacing with vendor to resolve equipment issues on all Telehealth equipment located in clinic.

35. How many offices should be provided for Mental Health staff? One per provider What is the size minimum requirement and furniture requirements?

Outline in space plan What is the preference?

Minimum Quantity: _1 Size: 300 400SF Description: Large Shared Medical

Appointment Room Purpose/Details: Group care and patient education to improve outcomes in capitated care settings.

Requirements:

Four PACT Teamlets, an associated Primary Care Mental Health Integration Staff member and Social Worker can easily make use of a large Shared Medical Appointment Room. Rooms are sized to support Veterans with limited mobility, bariatric conditions and use of mobility devices. Diabetes, CHF and other chronic conditions show improvement from elective participation in face group care and education Access to blood pressure cuff; sink for hand washing; Safety equipment such as gloves, masks, eye shields or guards; A “sharps” container and biohazard waste containers; Two network connections per wall. A provider stool; Treatment cabinet with a lock for the storage of commonly used instruments, supplies, and medications equipment required by Occupational Safety and Health Administration (OSHA) and TJC.

40. Based on the outstanding questions that need to be provided and the factor that the government is asking for proposals requirements during the holiday season (it difficult for vendors to obtain needed information during holidays), will the government extend the submission deadline by two weeks?

Submission deadline will be extended by one week, all proposal will be due no later than December Thursday 14th, 2023 by 4:00 P.M PDT.