60RRBH25R0009 CMOS 0001 - AOQ Attachment 13 Final.docx

60RRBH25R0009, Amendment 0001 Page 4 of 5 Attachment 13, Answers to Offerors Questions

Consultative Medical Opinion Services

A. Offeror’s questions and RRB answers are hereby incorporated into the solicitation as follows:

1. In providing consultative medical opinion services for the RRB, we want to ensure that we understand the security authorization expectations for the new contract. Please confirm whether the procurement will require an ATO process.

Answer: The successful offeror must undergo the vetting process prior to receiving an ATO.

2. The direction is to upload our proposal via SAM.gov. I’m logged in as a data entry role. I do not see a ‘Respond’ or ‘Submit’ option. Is there a step I’m missing, or is submission not open yet?

Answer: Proposals shall be submitted to www.proposals@rrb.gov, vice the www.sam.gov website stated in the initial release of the solicitation. See solicitation amendment 0001, section I.D and section V first paragraph, for further details.

3. Could you please confirm who the current service provider is for this contract?

Answer: The incumbent contractor is IMA Evaluations, LLC.

4. Can you provide a breakdown of your current fees by CLIN?

Answer: The current contract price is available at www.usaspending.gov. Reference contract number 60RRBH21D0001.

5. What was the total expenditure for these services in the fiscal year 2024?

Answer: See answer to number 4 above.

6. What has been budgeted for this new contract by contract year?

Answer: See answer to number 4 above.

7. Is the intent to select one vendor or multiple?

Answer: See RFP section I.B.

8. We occasionally utilize 1099 personnel who are trained and managed under our internal protocols. Can you confirm whether these individuals would be considered subcontractors under this RFP?

Answer: 1099 personnel would be employed by the contractor vice the RRB and therefore would be considered the contractor’s sub-contractors.

9. For CLIN 0001, we are not actually including a rate in this section but rather in CLINS 0001AA and 0001BA, correct? We are assuming this is the same for each of the CLINS below.

Answer: Correct, see RFP section II.A.

10. Given the breadth and complexity of the requirements, would you consider extending the submission deadline by 1–2 weeks to ensure vendors can provide the most comprehensive and responsive proposals?

Answer: The due date and time for submission of proposals remains unchanged at no later than 11:00 AM, CT, 10/15/2025. However, due to the current government shutdown, this date may change.

11. RFP p. 47 - Section M, Corporate Experience and Past Performance: The solicitation requests 3–5 client experiences and CPARS/PPIRS reports. Will the Government also accept non-Federal Past Performances (e.g., State, Local, or Commercial contracts) if they are relevant in size and scope?

Answer: Yes.

12. RFP p. 47 - Section M, Corporate Experience and Past Performance: Please confirm whether the Government will consider Past Performance of JV members or subcontractors, in addition to the Prime Offeror, as part of the evaluation for this factor.

Answer: See answer to question number 11 above.

13. RFP p. 47 - Section M, Corporate Experience and Past Performance: If JV partner or subcontractor Past Performance is acceptable, is there any minimum number of references that must come from the Prime Offeror versus other team members?

Answer: The RRB will accept examples of corporate experience and past performance for JV partners and/or subcontractors. See RFP section VI.C.4.g, second paragraph, first sentence.

14. RFP p. 47 - Section M, Corporate Experience and Past Performance: For Past Performance Questionnaires (PPQs), will the Government accept electronic submissions (scanned/email) from references, or must these be sent by physical mail?

Answer: The preferred method for provision of examples of corporate experience and past performance is submission via email at www.proposals@rrb.gov. See RFP section V.B.8.c, second sentence. During the government shutdown, the RRB cannot guarantee receipt of “physical mail” due to resource restrictions. RRB recommends that you scan, and email as requested for digital submission.

15. RFP Sec. V (Proposal Submission) FAR 52.212-1 with RRB Supplements: The solicitation specifies compliance with FAR 52.212-1 and RRB supplements but does not provide formatting rules. Could the Government clarify requirements for font size, margins, line spacing, and treatment of tables/figures?

Answer: Acceptable font size, margins, line spacing, including tables and/or figures include the following; MS Word, MS Excel, MS PowerPoint, and or Adobe Acrobat with a font size of 12, single line spacing and 1 inch margins. Also, no MS Project/.mpp files will be accepted. See solicitation amendment 0001, section V, first paragraph, for further details.

16. RFP Sec. V (Proposal Submission) Proposal Submission Instructions: What is the authorized method of submission (e.g., email, electronic portal, physical copy)? If email, please confirm maximum file size limits and acceptable formats (PDF, Word, Excel).

Answer: See answers to questions number 2, 14, and 15 above.

17. RFP Sec. V (Proposal Submission) Proposal Submission Instructions: Given the complexity of the solicitation and current Government Shutdown impacts, would the Government consider extending the proposal due date beyond October 15, 2025, to ensure thorough, high-quality submissions?

Answer: See answer to question number 10 above.

18. RFP p. 31 Section F, Performance Standards: The solicitation requires 95% of routine consultative opinions within 4 business days and urgent cases within 2 days. Will the Government define what percentage of cases will be considered urgent, or should the contractor assume the historical 10% referenced?

Answer: Yes, offeror’s should assume the historical 10% referenced in the solicitation.

19. RFP p. 31 Section F, Performance Standards: Will the Government provide advance notice of urgent cases to ensure sufficient resourcing, and what is the expected minimum lead time?

Answer: No, this is not a routine process. Urgent cases are documented when orders arise.

20. RFP p. 21 Section C, SOW – On-Site Services: The SOW requires physician presence at RRB HQ twice weekly. Is there flexibility to perform these services remotely via secure video if travel or site access is restricted?

Answer: There is no requirement for physician presence at RRB HQ. See RFP section III.B.4.c.3).

21. RFP p. 21 Section C, SOW – On-Site Services: For the twice-weekly onsite requirement, is this per physician (i.e., the same individual) or can it be satisfied by rotating qualified staff?

Answer: Yes.

22. Attachment 6 Training Outline: Will the Government provide standardized training materials and updates, or should the contractor develop and maintain its own training program for staff?

Answer: The RRB will provide the Training Outline referenced as attachment 6. However, the contractor must develop and maintain its own training program for staff. See RFP attachment 7 as an example of training.

23. RFP p. 33 Section F, Security/Privacy: Are there specific data encryption or FedRAMP requirements for the contractor’s electronic reporting system, beyond standard HIPAA compliance?

Answer: The contractor should utilize standard data encryption to support HIPAA compliance.

24. RFP p. 35 Section F, Reports: For ad hoc reports required within 2 business days, can the Government clarify the expected frequency and typical scope of such requests?

Answer: RFP section III.E.2.f.5) provides guidance on Ad Hoc reports. Such requests typically stem from internal audit requirements. RRB cannot determine the scope of such reports in advance. Traditionally, fewer than 5 Ad Hoc reports may be requested annually that vary in scope and size due to the nature of audit.

25. RFP Sec. III Clarifications/Desk Guide: The Desk Guide describes procedures for clarifying RFCs. Will the Government provide direct points of contact for such clarifications, and will there be service-level timelines for responses?

Answer: The ultimate responsibility for clarification is with the contractor.

26. General – General: If the incumbent contractor(s) are transitioned out, will the Government facilitate a structured transition-in period (e.g., access to historical case data, orientation sessions) to ensure continuity of operations?

Answer: Yes, RRB will provide support to maximum extent possible.

27. General – General: Could the Government please confirm whether there is a current incumbent contractor performing these Consultative Medical Opinion Services, and if so, provide the associated contract number?

Answer: See answers to questions number 2 and 3 above.

28. Would staffing or managed services agencies be considered eligible to support the consulting needs outlined?

Answer: Yes, as long as the offeror is properly licensed IAW the requirements of the solicitation and provides an offer that meets ALL of the requirements of the solicitation, then that offeror is eligible.

29. Also, just for clarification, will the consulting physicians be expected to be present for all ~2,000 examinations, or will their role mainly be to review the examinations afterward? How many hours a week/month would the Physician(s) need to dedicate to this role.

Answer: No, physician’s presence is not required. The physicians role is to review. See RFP section III.B.1.2)1-3.