60RRBH20R0010 CMOS Amendment 0001 Attachment 10 Q-A.pdf

Solicitation No. 60RRBH20R0010 Consultative Medical Opinion Services - Amendment 0001

Attachment 10,– Answers to Offerors Questions Page 1 of 5

A. Potential offeror questions and RRB answers are incorporated into the solicitation as follows:

1. General: Who is the incumbent vendor?

RRB Answer: The incumbent contractor is The IMA Group, 660 White Plains Rd., Suite 630, Tarrytown, NY 10591.

2. General: Are responses to this RFP subject to the Freedom of Information Act?

RRB Answer: Offeror proposals, in response to this RFP, are not subject to the FOIA.

3. General: What is the range and average page count on the number of medical records with each referral?

RRB Answer: Based on recent opinion requests, we estimate a range of 45 to 1500 pages per each referral. The average number of pages per referral was 360 pages.

4. General: Are the end deliverables the training, file notes consultative opinion and medical opinion consultative forms?

RRB Answer: There are multiple deliverables. The three cited in the question are the primary.

Specifically, when requested, one end deliverable is training (in person or virtual) with

PowerPoint training and applicable handouts. Another deliverable when requested are file notes as a result of case guidance/responses based on in person or virtual professional services. The third deliverable are consultative opinions based on case reviews. The forms to be completed are attachments, specifically The G-137Sup (Physical RFC), SSA-PRT and SSA- MRFC (mental

RFC forms).

Additional deliverables include upon request, per Section III-SOW B Operational Activities-contacting medical sources, determining appropriateness of releasing copies of medical evidence, expert testimony, policy clarification, interpretation, and development.

5. General: In a post Covid 19 world how much of the training and work is projected to be on-site at the Rush Street location or any other on site location in Chicago?

RRB Answer: Like many Federal Agencies, RRB is using a phased in return to the office approach. To accommodate this change, we are exploring and allowing the use of technology tools that allow for virtual presentations. The training in the SOW is upon request and can be virtual as long as all criteria and expectations are included.

6. General: How do you want the reports delivered back to you?

RRB Answer: See RFP, Section IIIC.5.

7. General: Can you share the other vendor’s pre RFP questions and answers to us?

RRB Answer: Potential offeror questions and RRB answers are incorporated herein as new RFP attachment 10.

Attachment 10,– Answers to Offerors Questions Page 2 of 5

8. General: In one document can you provide a typical work product returned from the current vendor?

RRB Answer: See RFP Attachments 1 “CMOS Form G137, 3 CMOS Form SSA 2506 PRT, 4, CMOS Form SSA 2506 with MRFC PRT, and 7 CMOS Consultative File Note.

9. General: How would cases be assigned?

RRB Answer: In accordance with Sections III.D. and E, RRB orders case opinions using our current financial system, Financial Management Intergraded System (FMIS). The contractor is then responsible for providing qualified medical staff to complete the opinions and liaison person to coordinate activities including return to RRB for review and acceptance.

10. General: How would medical records be made available?

RRB Answer: Medical records are transmitted with the opinion request form (G137-Attachment

1). In accordance with Section III, RRB is willing to share digitized case files compliant with privacy and security clauses within the solicitation.

11. General: Please provide clarification of the state licensure requirements for reviewing physician.

RRB Answer: See RFP Sections III.E.1, and IV. 52.237-7 Indemnification and Medical Liability Insurance (Jan 1997).

12. RFP, Section I: Intro states: In Fiscal Year 2019, RRB requested approximately 2000 medical opinions. Based on experience and current workloads, RRB expects to request, but does not guarantee, medical opinions for approximately 1700 cases per year to be rendered on disability claims.

Approximately 15% (250 cases) opinions may be required for mental impairments.

Approximately 65% (1100 cases) opinions may be required for physical impairments.

Approximately 20% (340 cases) opinions may require a simultaneous mental and physical assessment.

Q: Is this still your projected referral volume?

RRB Answer: The projections provided were based on 15% reduced workload of 1700 compared to FY 2019 total of approximately 2000. The provided projections were based on the projected 15% reduction. FY 2020 opinions had not been finalized; however, comparing the sum of the first three quarters, there is an approximate 25% reduction (note: this includes a 14% increase in the third quarter).

Using a 25% reduction, the estimates are as below-1500 medical opinions total

Approximately 15% (225 cases) opinions may be required for mental impairments.

Approximately 65% (975 cases) opinions may be required for physical impairments.

Approximately 20% (300 cases) opinions may require a simultaneous mental and physical assessment.

13. RFP, Section II: Schedule.

Attachment 10,– Answers to Offerors Questions Page 3 of 5

a) Schedule asks for bids per UNITS. Per “Case” and per “hour” I understand but what is meant by “per JOB”?

b) What is meant by “pricing must be entered in below sub-CLINs only. “

RRB Answer: The RFP Section II requires a per-case price and an hourly price, proposed in sub-CLINs only. For example, 0001AA & 0001AB. See RFP Section II - Schedule of

Supplies and Services and Section II.A. for more information.

14. RFP, Page 16, 3): Page 16: 3) Acceptable Medical Opinions: All medical opinions rendered shall be consistent with 20 CFR 220.Subpart H, Subpart I, and Subpart J as described in Section III. B.

1.A. The RRB shall have the sole authority in determining acceptability of medical opinions.

Those medical opinions that are not considered to be acceptable by the RRB personnel will be returned to the Contractor for correction or clarification. The RRB shall withhold payment on any given case until that medical opinion is determined to be acceptable to the RRB, consistent with the RRB’s right to inspect tendered supplies and services and to require re-performance of nonconforming services at no cost to the RRB under FAR 52.212-4(a).

Q: “How do you determined, sic, if an Opinion is Acceptable”

RRB Answer: Opinions not consistent with the requirements of 20 CFR 220 Subpart H, Subpart

I and Subpart J and Section III.B.1.a including not addressing all questions asked may be returned for clarification, correction, or withheld for payment.

15. General: How many pages of medical records accompany each of the distinct type of referrals you list in your schedule?

RRB Answer: See answer to question 3 above.

16. General: Have you historically paid more for behavioral health medical reviews than medical reviews?

RRB Answer: No.

17. General: Your schedule states: “Period of Performance: 12/01/2020 - 11/30/2021” Yet the date of the RFP response submission is Oct. 15, 2020. Do you expect to review responses, make vendor selection and complete contracting and onboarding in 6 weeks to meet this 12/01/20 start date?

RRB Answer: Yes.

18. General: What is STANDARD FORM 1449 (REV. 02/2012) (the first two pages of the RFP solicitation) and how is it used?

RRB Answer: See RFP, Section V.A.1.

19. RFP, Page 12: “Conduct on–site or virtual visits up to 2 days per week and upon request with advance 14 day notice. Each onsite or virtual visit will be for up to 4 hours per day to meet with claims examiners and other staff one-on-one to answer questions on specific cases and medical issues of a general nature.”

Attachment 10,– Answers to Offerors Questions Page 4 of 5

Can this work be conducted virtually throughout the contract period (meaning if COVID-19 were not a condition)? And will preference be given to vendors who offer this service onsite vs.

virtual?

RRB Answer: See answer to question 5. RRB is using a phased in return to the office approach.

We are exploring and allowing the use of technology tools that allow for virtual completion of work. The onsite/virtual visits in the SOW are upon request and can be virtual as long as all criteria and expectations are met.

20. General: Who is the incumbent?

RRB Answer: See answer to question number 1, above.

21. General: What is the current average cost per review you are currently paying for these services?

RRB Answer: See www.usaspending.gov, contract number is RRB15C0006.

22. RFP, Section II, Page 6: Please clarify, Section II Schedule of Supplies and Services states:

Number 0001 for Unit – Job – “Proposed pricing must be entered in below sub-CLINs only”.

The “Proposed pricing must be entered in below sub-CLINs only”, is repeated in Number

0002, 0003, 0004 and 0005.

Does this indicate that for this proposal nothing should be entered in Number 0001 – 0005

Unit Job?

Additionally, please confirm, Page 37 of 40, B, a) Business /Price Proposal Evaluation –

Number’s 0001 – 0005 are not factored in to the Price score.

RRB Answer: See RFP Sections II. A. and Section VI.B.1.a.

23. General: Is there a type-able version of pages 1-2 available to allow us to enter the required information?

RRB Answer: Fillable versions of Standard Forms are available at www.gsa.gov/reference/forms.

24. General: Could you please clarify which information is needed on page 1 of 40 vs page 32 of 40 different numbers requested to be filled out:

Page 1 at the top of the form asks for: # 12, 17, 23, 24 & 30

Page 32 (Part A, # 1) directions referring to the page 1 form ask for #12, 17a, 17b, 30a, 30b, 30c “as appropriate”. Please clarify which need to be completed?

RRB Answer: See RFP Section V.A.1.

25. RFP, Page 9 of 40: is blank – is this intentional?

RRB Answer: RFP page 9 of 40 is presented as intended.

http://www.usaspending.gov/ http://www.gsa.gov/reference/forms

Attachment 10,– Answers to Offerors Questions Page 5 of 5

26. RFP, Page 14, Item E.1.: States that “all medical personnel should have current medical liability insurance at the physician level”, page 34, part C: reference is made to medical liability insurance at the individual physician level, can you expand upon what you mean by this?

RRB Answer: The RRB views “at the physician level” & “at the individual physician level” as synonymous, and meaning “at the individual physician level”.

27. General: The price proposal is required to be submitted separately from the technical proposal. Is it possible to receive a separate copy of pages 6-8 of 40 so that we can type pricing directly onto it for our submission?

RRB Answer: RFP pages 6-8 of 40 were produced with RRB’s RFP writing system as a portion of the RFP, and are not available as an individual document.

28. General: Your RFP states that you are open to alternatives. Would you consider a fully remote solution, such as fully remote physicians and staff who connect via Zoom or another remote telecommunication service?

RRB Answer: See answer to question 5. RRB is exploring and allowing the use of technology tools that allow for virtual completion of work as long as all criteria and expectations are met.

29. General: You state that you want local physicians. Would you waive this requirement if the provider uses an alternative solution that utilized a remote telecommunication service (such as

Zoom) with nonlocal physicians? Would you consider these same services if they were provided remotely but used local physicians?

30. General: Are you open to considering a proposal for “Case Review Services” only that uses remote reviewing options, and which excludes the onsite “training and advice to examiners” component?