Amendment_2_-_Exhibit_E.1.B_SVS_Task_Order_Questions_Submission.pdf

75FCMC18R0014 PEO Amendment 0002 Exhibit E.1.B

SVS Task Order: RFP Questions

GENERAL

1) Section (i.e. RFP, SOW): Site Verification Services – East and West 3.2

Title and Number (including subparagraph designations): General

Page Number:

Question: Will CMS please consider changing the contract type from Firm Fixed Price to either Time and Materials or cost plus to account for the unknown factors such as when the PECOS 2.0 system will be operational, the requirement at an unknown point in time to retire a portion of the system and integrate and test with the PECOS 2.0 team, and the requirement to build and operationalize a request management system that should comply with CMS and Federal standards and will presumably require an Authority to Operate (ATO) that will require the contractor to interact with CMS’ independent SCA contractor under an unknown schedule?

CMS Response: CMS will keep the contract type as firm fixed price.

L.18 VOLUME V - SITE VERIFICATION SERVICES TASK ORDERS –

TECHNICAL PROPOSAL

2) Section (i.e. RFP, SOW): Attachment J.5, Section L.18

Title and Number (including subparagraph designations): L Section 3 & M Section 1

Page Number: 10 & 18

Question: These sections advise the offeror to address how they will conduct "both" types of site verification inspection services. By "both" does CMS mean site visits and IDTF visits or detailed and observational visits?

CMS Response: All types of visits, see revised language and SVS TO SOW revisions.

3) Section: RFP: Attachment J.5 and Attachment J.6

Title and Number (including subparagraph designations): L.18 Section 5, “The Offeror shall provide a resume (2-page maximum each not included in the overall page count for Key Personnel and Staffing Plan) for each proposed Key Personnel as well as a narrative that demonstrates the experience and education of the proposed key personnel to meet the qualifications of the SVS Task Order SOW.”

Page Number: Page 11 of 21

Question: Will the government please confirm that the 2-page limit for the resumes does not include the narrative that demonstrates experience and education of the personnel?

CMS Response: Yes, the 2-page limit for the resumes does not include the narrative that demonstrates experience and education of the personnel. The described narrative should be included in the technical proposal separate from the resume.

4) Section (i.e. RFP, SOW): Attachment J.5

Title and Number: Section L.18 Volume V - SITE VERIFICATIION SERVICES TASK ORDERS – TECHNICAL PROPOSAL - Section 5: Technical Factor 3 - Key Personnel and Staffing Plan – 2.c Staffing

Page Number: 12

Question: Requirement 2.c. states: “c. Provide an explanation that clearly links the proposed labor categories, FTEs, and Subcontracting Plan to meet the goals outlined in the Offeror’s technical approach.”

Please clarify the goals CMS being referred to. Is CMS referring to Subcontracting Plan socio-economic attainment goals?

CMS Response: This requirement has been removed. Please see the revised Attachments J.5, Eastern Region Site Verification Services Task Order RFP and J.6, Western Region Site Verification Services Task Order RFP.

5) Section (i.e. RFP, SOW): RFP, Attachments J.5 and J.6

Title and Number (including subparagraph designations): Eastern and Western Region Site Verification Services TO RFPs, Section L.18, Volume V-A and V-B Eastern and Western Region Site Verification Services Task Order Technical Proposals

Page Number: 9

Question: The RFP indicates that the Offeror shall provide any assumptions being made for the technical and business proposal. Can CMS please confirm that the assumptions are not included in the page limits specified for the Site Verification Services Technical Proposal? Also, please clarify where offeror’s should place the assumptions within their proposals.

CMS Response: Assumptions used to establish proposed prices should be included in Volume VI- Site Verification Services’ Task Order(s) – Business Proposal, Section 4 – Business Proposal Narrative Organization, 4.2 Basis of Estimate. Assumptions that were used to establish your technical approach should be included in Volume V- Site Verification Services’ Task Order(s) – Technical Proposal where applicable and will be included in the page limit.

6) Section (i.e. RFP, SOW): Attachments J.5 and J.6 Site Verification Task Order East and West -

Section L.18

Title and Number: Section 6: Technical Factor 4 - Past Performance (Page Limit: 5 Pages)

Page Number: 13 of 21

Question: Bullet 2 states: “Provide a summary describing the roles and efforts to be performed on this task order by the Prime Offeror and each significant subcontractor/teaming partner/joint venture partner for which past performance information is provided.” We assume “role” means prime or subcontractor and “efforts” refer simply to the PWS task areas that will be performed by each company. Please validate our assumption.

CMS Response: The “roles” and “efforts” should describe the types of positions and tasks that the Prime/ Subcontractor/teaming partner/joint venture partner/affiliate will be performing on the contract. This will help CMS to determine if the provided past performance information is relevant to the actual work that the Prime/ Subcontractor/teaming partner/joint venture partner/affiliate will be performing for the requirement.

7) Section (i.e. RFP, SOW): Site Verification Task Order East and West - Section L.18

Title and Number: Section 6: Technical Factor 4 - Past Performance (Page Limit: 5 Pages)

Page Number: 13 of 21

Question: Bullet 1 - Exhibit E.5 Past Performance Information Spreadsheet columns Y, Z, AC & AD require inputs for Site Verification Task Orders East and West. We assume the submission of this information as part of the IDIQ submittal satisfies what the Government is requesting here. Please validate our assumption. Does the Government require that a copy of the Exhibit E.5 Past Performance Information Spreadsheet be delivered as part of this Volume?

CMS Response: A copy of the Exhibit E.5 Past Performance Information Spreadsheet should not be included with the Task Order submissions, instead the Offeror shall provide a list of past performance references/contracts that were submitted for the MA IDIQ submission that are relevant to this task order.

8) Section: RFP: Attachment J.5 and Attachment J.6

Title and Number (including subparagraph designations): Attachment J.5 Eastern Region Site Verification Services TO RFP, Attachment J.6 Western Region Site Verification Services TO RFP

Page Number: Page 9 of 21

Question: Will the government please confirm that assumptions can be included as a non-page counted appendix to the technical proposal?

CMS Response: Assumptions used to establish proposed prices should be included in Volume VI- Site Verification Services’ Task Order(s) – Business Proposal, Section 4 – Business Proposal Narrative Organization, 4.2 Basis of Estimate. Assumptions that were used to establish your technical approach should be included in Volume V- Site Verification Services’ Task Order(s) – Technical Proposal where applicable and will be included in the page limit.

9) Section (i.e. RFP, SOW): J.5 Eastern Region Site Verification Services TO RFP

Title and Number (including subparagraph designations): L.18 Volume V - Site Verification Services Task Order, Technical Proposal, Section 6, Technical Factor 4 – Past Performance

Page Number: 13

Question: May we submit relevant past performance that is not included in the IDIQ Past Performance submission? Large Offerors are limited to 6 past performance to cover a minimum of four capabilities but may have other relevant examples of site verification experience to showcase/highlight.

CMS Response: The solicitation has been updated to allow for a maximum of 8 past performances for CMS’ evaluation.

L.19 VOLUME VI - SITE VERIFICATION SERVICES’ TASK ORDER(S) –

BUSINESS PROPOSAL

10) Section: RFP: Attachment J.5.C and J.6.C

Title and Number (including subparagraph designations): Attachment J.5.C Eastern Region Site Verification Services Business Proposal Template, Attachment J.6.C Western Region Site Verification Services Business Proposal Template

Page Number: "Minimum Guarantee Summary" tab

Question: There is a large difference between the minimum guaranteed quantities and the quantities used to develop the contract price. Will CMS provide their best estimates as to the projected site visit quantities or will CMS provide historical site visit workload and any major factors that might cause these numbers to change in future?

CMS Response: CMS provided minimum guarantees and projected workloads for the offerors.

11) Section, if applicable: Cost Templates

Document, Section & Page Number as applicable: NA

Question: Bidders on the site verification services must deploy systems, train staff, and document processes during an implementation period to confirm readiness to support site verification services. The current business proposal templates only provide for reimbursement based on performance of site visits in several categories. This suggest that contractors will not be reimbursed for activities taking place during the implementation period.

Bidders may elect to manage submission of implementation costs differently, creating an unequal playing field for CMS from which to evaluate bidders' price proposals. To accurately identify implementation costs and assure ability to evaluate bidders equally, would CMS please create an additional fixed price CLIN to support the collection and reimbursement of implementation costs?

CMS Response: Please refer to updated SVS SOW Section 3.9 - Contractor Startup Period. A subCLIN has been incorporated in the RFP for each region.

12) Section (i.e. RFP, SOW): Eastern Region SVS TO RFP

Title and Number (including subparagraph designations): L.19 Volume VI - A > Section 5 Service Contract Act

Page Number: 16

Question: This paragraph states, "The Offeror should identify those proposed labor categories subject to the Service Contract Act of 1965, as Amended (FAR 22.10) and provide a crosswalk to the labor category including the Wage Determination number in the applicable Wage Determination for their place of performance." Please describe how the place of performance is to be determined? Is the place of performance determined by the location of the Contractor's office, the location of the Inspector's home base, or the provider's location where the site verification occurs?

CMS Response: The wage determination should be based on the location of the Inspector’s home base (physical location).

13) Section (i.e. RFP, SOW): Eastern Region SVS TO RFP

Title and Number (including subparagraph designations): L.19 Volume VI - A > Section 3: Business Proposal Spreadsheets (Attachment J.5.C)

Page Number: 15

Question: Bullet #4 states, "Offerors are instructed to review all excel formulas for accuracy prior to submitting a proposal, as the Offerors are responsible for the accuracy of all formulas within the spread sheet provided." And, bullet # 8 states "In any subtotal or total field, please insert a rounding formula to prevent unseen cent(s) amounts. For Example: Enter “=ROUND(AR68+AR71,0)” into a subtotal or total field as opposed to “=AR68+AR71.”" Please confirm that the Offeror is instructed to make changes to the excel file, which includes changing formulas provided by CMS in the original document.

CMS Response: The Offeror can revise the business proposal templates as needed. The Offeror is responsible for ensuring the accuracy of data/information including all formulas regardless of their origin.

14) Section (i.e. RFP, SOW): SOW - J-5

Title and Number (including subparagraph designations): L-19 Volume VI Site Verification Services Task Orders – Business Proposal – Section 2

Page Number: 14

Question: Will CMS be providing guidance on the applicable WD information for use in developing the response to CMS due to multiple locations and undefined requirements/number of site verifications that need completed across states and jurisdictions?

CMS Response: This is the responsibility of the Offeror. The wage determination should be based on the location of the Inspector’s home base (physical location).

15) Section (i.e. RFP, SOW): SOW - J-5

Title and Number (including subparagraph designations): L-19 Volume VI Site Verification Services Task Orders – Business Proposal – Section 3

Page Number: 15

Question: Is the comment “Offerors are instructed to review all excel formulas for accuracy prior to submitting a proposal, as offerors are responsible for the accuracy of all formulas within the spreadsheet provided.” Does this mean the contractor is required to review the spreadsheets (e.g., J-5-C provided by CMS for accuracy?

CMS Response: The Offeror can revise the business proposal templates as needed. The Offeror is responsible for ensuring the accuracy of data/information including all formulas regardless of their origin.

16) Section (i.e. RFP, SOW): J.5 Eastern Region Site Verification Services TO RFP

Title and Number (including subparagraph designations): L.19 Volume VI – Site Verification Task Order(s), Business Proposal

Page Number: 14

Question: Are there page limitations on the Business Proposal Section or Narrative?

CMS Response: No.

17) Section (i.e. RFP, SOW): Attachment J.5, Section L.19

Title and Number (including subparagraph designations): Section 3 Business Proposal Spreadsheets

Page Number: 15

Question: Section L.13 Proposal Instructions of the Solicitation document states the proposal shall be submitted in a format readable by Microsoft Office 2013 and Attachment J.5, states all spreadsheets will be in Office 2013 excel format. Please clarify if the spreadsheets for the task orders have to be in Office 2013 excel format.

CMS Response: All spreadsheets must be compatible with Microsoft Office 2013 excel, be fully functional, and unlocked. See revised Attachment J.5.

18) Section (i.e. RFP, SOW): Attachment J.5, Section L.19

Title and Number (including subparagraph designations): Section 4 Business Proposal Narrative Organization - Eastern Region

Page Number: 16

Question: CMS anticipates awarding a Firm Fixed Price (FFP) contract. Typically on a firm fixed price, only the price is provided. However, in this RFP, cost and pricing data appears to be requested. Please confirm that this is a Firm Fixed Price contract and if so, whether the Government anticipates adequate competition. If the resultant contract is to be FFP and adequate competition is expected, then we would respectfully request an explanation as to why cost and pricing information is being requested.

CMS Response: The Government will evaluate the price information submitted in each Offeror’s proposal, as required by Section L, to determine if proposed prices are fair and reasonable IAW the proposal analysis techniques described in FAR 15.404-1. Per Solicitation section M.10 and in accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price. Per FAR 2.101- Definitions, “Data other than certified cost or pricing data” means pricing data, cost data, and judgmental information necessary for the contracting officer to determine a fair and reasonable price or to determine cost realism. Such data may include the identical types of data as certified cost or pricing data, consistent with Table 15-2 of 15.408, but without the certification. The data may also include, for example, sales data and any information reasonably required to explain the offeror’s estimating process, including, but not limited to—

(1) The judgmental factors applied and the mathematical or other methods used in the estimate, including those used in projecting from known data; and

(2) The nature and amount of any contingencies included in the proposed price.

19) Section: RFP: Attachment J.5

Title and Number (including subparagraph designations): Attachment J.5_Eastern Region Site Verification Services TO RFP, Attachment J.6 Western Region Site Verification Services TO RFP

Page Number: Page 16 of 21

Question: L.19, Section 4.6 Subcontractors, requires that the offeror's business proposal narrative include the subcontractors' Certificate of Current cost or Pricing Data.

M.10 Price Competition, states that "The Contracting Officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offer, the Contracting Officer will review this determination and if adequate price competition exists, no additional cost information will be requested and certification under FAR 15.406-2 will not be required."

Will CMS consider removing the requirement that the offeror's business proposal narrative include the subcontractors' Certificate of Current cost or Pricing Data?

CMS Response: This has been removed. Please note that per Section M.10 “If after receipt of proposals the Contracting Officer determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the Offeror shall be required to submit additional cost or pricing data.” If this occurs, the subcontractor, if applicable, will be required to submit additional cost or pricing data.

20) Section (i.e. RFP, SOW): RFP, Attachments J.5 and J.6

Title and Number (including subparagraph designations): Eastern and Western Region Site Verification Services TO RFPs, Section L.19, Volume VI - Site Verification Services’ Task Order(s) – Business Proposal, Section 3, Business Proposal Spreadsheets, 2nd Bullet Top of Page

Page Number: 15

Question: This section states that all spreadsheets are to be in Office 2013 Excel format. Will CMS allow these documents to be submitted in Excel formats that are usable in Office 2013 Excel (i.e., Office 2010 Excel format)?

CMS Response: Yes.

21) Section, if applicable: Attachment J.5.C & J.6.C Business Proposal Templates

Document, Section & Page Number as applicable: All tabs

Question: Is CMS's open to bidders submitting alternative pricing structures that are advantageous to the Government for evaluation purposes?

CMS Response: No.

22) Section, if applicable:

Document, Section & Page Number as applicable: Attachments J.5.C and J.6.C, Eastern and Western Site Verification Services Business Proposal Templates, Minimum Guarantee Summary Tab

Question: In reviewing the CMS prepopulated formulas in Attachments J.5.C and J.6.C, CMS has linked the Fixed Price Per Site Visit (for 30-day, 15-day, 7-day, and 48-hour) for the Minimum Guarantee Summary tab (31,932 site visits) to be the same Fixed Price Per Site Visit rate for performing the total RFP site visits workload on the individual CLIN schedules (80,670). There are fixed costs that a contractor must recover regardless of the workload processed and therefore expect that CMS would provide the avenue for an offeror to recover those fixed costs by allowing the Fixed Price Per Site Visit for the Minimum Guarantee level to differ from the Fixed Price Per Site Visit above the Minimum Guarantee level. Would CMS consider modifying the Minimum Guarantee Summary tab in Attachment J.5.C and J.6.C so that this tab is not linked to the Summary Tab which is linked to the individual CLIN tabs (CLIN 0001, CLIN 0002, etc.)? This will allow offerors to propose Fixed Prices per Site Visit (for 30-day, 15-day, 7-day, and 48-hour) for the Minimum Guarantee Summary at rates whereby they can recover their fixed cost at the Minimum Guarantee quantity levels.

CMS Response: The Minimum Guarantee prices per visit shall be the same as the Fully Estimated Quantity prices per visit.

SECTION M.9 VOLUME V SITE VERIFICATION SERVICES’ TASK

ORDER(S) – TECHNICAL PROPOSAL EVALUATION

23) Section (i.e. RFP, SOW): Attachment J.5

Title and Number (including subparagraph designations): Section M.9 Volume Site Verification Services’ Task Order(s) - Technical Proposal Evaluation.

Page Number: 17

Question: Can CMS confirm the East Site Verification Task Order will be a single award?

CMS Response: The East Site Verification Task Order will be a single award.

24) Section (i.e. RFP, SOW): Eastern Site Task Order Section M Technical Proposal Evaluation

Title and Number (including subparagraph designations): Technical Factor 1-Techical Understanding and Approach

Page Number: 17

Question: The bullet refers to a schedule that details a schedule at the task level of effort. Is the schedule (e.g. in Microsoft project) part of the 10-page response or can this be included as an attachment and not counted as part of the 10-page limit?

CMS Response: Yes, the schedule would be included in the 10-page limit.

SITE VERIFICATION SERVICES (EASTERN AND WESTERN)

STATEMENT OF WORK QUESTIONS

Statement of Work (SOW): General

25) Section (i.e. RFP, SOW): SOW, Attachment J.5.A

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW, Multiple (see under Page Number below)

Page Number: Top of page 4 in title; Top of page 4 in the Vision Statement; page 7 in Section 1.3, Scope;

& page 9 in Section 3, Performance Requirements

Question: In these four places within the Eastern Site Verification Services SOW, CMS inadvertently refers to the Western Region. Can CMS please confirm that these references should be Eastern Region?

CMS Response: Western Region references have been updated in Eastern Region TO SOW to reflect the Eastern Region.

26) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations):

Eastern_Region_Site_Verification_Services_TO_SOW

Page Number: Various

Question: There are numerous references in this document to the ‘Western Region,’ e.g. Page 4 in the title and Vision Statement, should these actually read ‘Eastern Region’?

CMS Response: Western Region references have been updated in Eastern Region TO SOW to reflect the Eastern Region.

27) Section (i.e. RFP, SOW): Easter Region Site Verification Services, Statement of Work, Vision Statement, 1.3 Scope, 3 Performance Standards

Page Numbers: 4, 7, 9

Question: There are several references to the Western Region Site Verification services RFP in the Eastern Region Site Verification services RFP. Was it CMS’s intent that the proposal for the eastern region focus solely on the eastern states and territories identified or should the language be seen as a reference to writing to a national award?

CMS Response: Western Region references have been updated in Eastern Region TO SOW to reflect the Eastern Region.

Vision Statement

28) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Eastern Site Verification Services

Page Number: 4

Question: The Vision Statement references the Western Region but the title of the section is for the Eastern Region. Please clarify if this is a typographical error and Attachment J.5.A should reference the Eastern Region?

CMS Response: Western Region references have been updated in Eastern Region TO SOW to reflect the Eastern Region.

1 Background

29) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW, 1 Background

Page Number: Page 4

Question: Can CMS provide any data for volume and provider type for site visits that are scheduled vs.

unscheduled/unannounced?

CMS Response: All site visits, IDTF or observational, should be unannounced unless otherwise instructed by CMS. In certain scenarios is may be appropriate to schedule the site visit (e.g. IDTF mobile units).

This information, to include provider contact information, should be provided in the site visit notes from the Medicare Administrative Contractor (MACs). If the first unannounced visit is unsuccessful, then the Contractor should request a contact name/number from CMS, and that info will be used to contact the IDTF prior to making the second attempt. Language added to Page 14 in Eastern and Western SOW’s under 3.3 Perform Site Verification Requests.

1.1 Assumptions

30) Attachment J.5.A Eastern Region Site Verification Services TO SOW:

Section 1.1 Assumptions

Question: In the Statement of Work, CMS provides ‘Quantity Workload estimates’ with a combined total of 80,670 site visits per year. Could CMS please provide an accurate quantity of actual site visits performed in the Eastern Region during the last recorded Fiscal Year?

CMS Response: In the last fiscal year CMS had one contract to provide all site verification services on a national basis, therefore we are unable to provide estimates by Region. This will be the first instance in which there will be an Eastern and Western site verification contractor. In addition, all DME site visits completed in previous years were handled by a different contract vehicle.

31) Attachment J.6.A Western Region Site Verification Services TO SOW:

Section 1.1 Assumptions

Question: In the Statement of Work, CMS provides ‘Quantity Workload estimates’ with a combined total of 80,670 site visits per year. Could CMS please provide an accurate quantity of actual site visits performed in the Western Region during the last recorded Fiscal Year?

CMS Response: In the last fiscal year CMS had one contract to provide all site verification services on a national basis, therefore we are unable to provide estimates by Region. This will be the first instance in which there will be an Eastern and Western site verification contractor. In addition, all DME site visits completed in previous years were handled by a different contract vehicle.

32) Section (i.e. RFP, SOW): Attachment J.5.A and Attachment J.6.A

Title and Number (including subparagraph designations): Eastern Site Verification Services and Western Site Verification Services SOW

Page Number: 5

Question: Can CMS provide workload estimates by Region?

CMS Response: In the last fiscal year CMS had one contract to provide all site verification services on a national basis, therefore we are unable to provide estimates by Region. This will be the first instance in which there will be an Eastern and Western site verification contractor. In addition, all DME site visits completed in previous years were handled by a different contract vehicle. The numbers provided in the SOW are estimates.

33) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 1.1 Assumptions. Quantity Workload estimates Medicare, DMEPOS and Medicaid.

Page Number: 6

Question: Please clarify how work will be transition from existing contractors? Will there be any backlog of requests that will be transition to the new contractor?

CMS Response: Please refer to updated SOW section 3.9 Contractor startup period.

34) Section (i.e. RFP, SOW): Attachment J.5.A and J.6.A, SOW’s

Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 5

Question: CMS provides an estimate of 4620 IDTF visits annually in each region. However, there are only about 3500 IDFTs in Medicare and they revalidate every 5 years. Is it the intention that all IDTFs are visited 2-3 times a year?

CMS Response: IDTFs are required to enroll each of their practice locations separately and each location is required to undergo a site visit. It is not CMS’ intention to site visit all IDTF’s 2-3 times a year.

35) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services

Page Number: 5 Question: The SOW states: “The contractor shall ensure that each individual participates in two site inspections with a previously trained staff member prior to performing inspections on their own unless otherwise approved by CMS.” Under what circumstances would CMS grant this approval?

CMS Response: Please see the revised Section 3.7 of the SVS Task Order SOWs.

36) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 6

Question: The SOW states: “Contractor personnel must be available for investigative queries, in-person attestation, or any other in-person interviewing needed to establish a legal case. The number of these requests is not expected to exceed 5 per month nationally.” Do the five requests per month nationally mean this is the total for the Eastern and Western Regions combined and each region will receive half of these requests?

CMS Response: The estimate is 1 per month for the Eastern region and 1 per month for the Western region. This is only an estimate.

37) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 6

Question: The SOW states: “In the future CMS will be implementing PECOS 2.0 platform and will require the contractor to adhere to the requirements listed in the SOW under PECOS 2.0.”

Will CMS provide training for PECOS 2.0 for all Contractor personnel when it becomes available and will this training occur at a CMS designated location or via a webinar?

CMS Response: CMS will provide training during the PECOS 2.0 implementation. Training for site inspectors and the contractor’s administrative staff will be via webinar.

38) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services

Page Number: 6

Question: Under the incumbent contract, how many Site Visits (percentage of total Site Visits) were in an Urban area and how many Site Visits (percentage of total Site Visits) were in a Rural area using the Federal Information Processing Standards code to define an Urban and Rural area?

CMS Response: CMS does not have the break out of urban or rural site visit numbers from the current contract by region or percentage.

39) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 6

Question: Do the Quantity Workload estimates include second visits and other subsequent visits or do these estimates only represent the initial visits?

CMS Response: The quantity workload estimates represent initial visits.

40) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services

Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 6

Question: Under the incumbent contract, how many IDTF Visits (percentage of total IDTF Visits) were in an Urban area and how many IDTF Visits (percentage of total IDTF Visits) were in a Rural area using the Federal Information Processing Standards code to define an Urban and Rural area?

CMS Response: CMS does not have urban site visit numbers from the current contract by region or percentage.

41) Section (i.e. RFP, SOW): SOW, Attachments J.5.A and J.6.A

Title and Number (including subparagraph designations): Eastern and Western Region Site Verification Services TO SOWs, Section 1.1, Assumptions

Page Number: 5

Question: The assumption in the 4th bullet states “….The Contractor shall ensure that each individual participates in two site inspections with a previously trained staff member prior to performing inspections on their own unless otherwise approved by CMS.” Would CMS consider changing this assumption to allow web-based training and other types of virtual training rather than in person site visit training for a more efficient and cost effective training solution?

CMS Response: Please see the revised Section 3.7 of the SVS Task Order SOWs.

42) Section (i.e. RFP, SOW): Task Order SVS SOW

Title and Number: Section 1.1 Assumptions

Page Number: 5

Question: Given that “The Contractor shall furnish the Information Technology (IT) environment and any equipment required by its personnel to deliver the site visit services and reports”, will CMS require an ATO of any/all data center in the environment?

CMS Response: No ATO will be required.

43) Section (i.e. RFP, SOW): Task Order SVS SOW

Title and Number: Section 1.1 Assumptions

Page Number: 5

Question: Given that “The Contractor shall furnish the Information Technology (IT) environment and any equipment required by its personnel to deliver the site visit services and reports”, will the CMS enforce the Acceptable Risk Safeguards (v3.1) on the environment?

CMS Response: No.

44) Section (i.e. RFP, SOW): Task Order SVS SOW

Title and Number: Section 1.1 Assumptions

Page Number: 5

Question: Given that “The Contractor shall furnish the Information Technology (IT) environment and any equipment required by its personnel to deliver the site visit services and reports”, will the CMS require FIPS 140-2 compliant HTTPS?

CMS Response: No.

45) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

SOW, 1.1 Assumptions, bullet #6

Page Number: Page 5

Question: This paragraph indicates that training videos may be utilized in lieu of the two mentoring training sessions for Site Inspector training. Please describe in what situations would CMS approve the use of training videos?

CMS Response: Please see the revised Section 3.7 of the SVS Task Order SOWs.

46) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW; 1.1 Assumptions; Eastern Region Site Verification Services TO SOW, 1.1 Assumptions; bullet at top of page

Page Number: Page 6

Question: The information provided here states that “Contractor personnel must be available for investigative queries, in-person attestation, or any other in-person interviewing needed to establish a legal case. The number of these requests is not expected to exceed 5 per month nationally. “

Is there a possibility that Site Inspectors would be required to travel long distances or to a different state in order to appear in-person for the indicated legal proceedings? (e.g., A site Inspector performs services in Florida, but may be required to travel to Washington D.C for an in-person interview?)

CMS Response: Investigative inquiries, attestations and interviews are primarily conducted via phone or through an affidavit; however, there may be rare occasions when an investigator is required to appear in court.

47) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW; 1.1 Assumptions; Quantity Workload estimates Medicare, DMEPOS and Medicaid are as follows

Page Number: 6

Question: The Site Visit volume data provided in this section is the same as the site visit volume data provided in the same section of the Western Region Site Verification Services TO SOW. Can CMS clarify whether the following anticipated volume data is for national site visits or just for the Eastern Region?

• Site Visits - 30 Day site visits - 60,000 per year

• 15 Day site visits - 15,000 per year

• 7 Day site visits - 1000 per year

• 48 Hour site visits - 50 per year.

• IDTF Visits - 30 Day IDTF visits – 2,500 per year,

• 15 Day IDTF visits – 2,000 per year

• 7 Day IDTF visits - 100 - per year

• 48 Hour IDTF visits - 20 per year

In addition, can CMS please specify the estimated volume data for DMEPOS site visits?

CMS Response: Please see revised SVS TO SOWs. Each SVS TO SOW is particular to the region (not national). In FY 2018, 36,757 DMEPOS site visits were conducted nationally.

48) Section (i.e. RFP, SOW): 1.1 Assumptions, Quantity Work load estimates Medicare, DMEPOS and Medicaid, page 6

Question: Both RFPs have the same number of site verification services identified. Should the contractor assume that there is an even distribution of site visits among both regions or is this a national number to be divided between the two regions?

CMS Response: Yes. The estimates that are in the Eastern Region SOW are for that region only. The estimates that are in the Western Region SOW are for that region only. Please see the updated SVS TO SOWs for updated estimates.

49) Section (i.e. RFP, SOW): SOW

Page Number: 5

Question: Can the Government please provide the anticipated annual student throughput for both the initial training and the annual refresher training?

CMS Response: The students will be employees or subcontractors of the contractor. CMS cannot provide an estimate for student training. This anticipated number is dependent on the number of inspectors employed by the contractor.

50) Section (i.e. RFP, SOW): SOW

Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 5

Question: Can the Government please provide the duration of any existing initial or annual training currently being provided?

CMS Response: Based on historical data it is approximately one hour; however, it is at the Offeror’s discretion since the contractor will be conducting the training.

51) Section (i.e. RFP, SOW): SOW

Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 5

Question: Does the Government currently use or plan to use a Learning Management System (LMS) to track when training is completed or due to be completed?

CMS Response: No.

52) Section (i.e. RFP, SOW): SOW - J-5-a

Title and Number (including subparagraph designations): 1.1 Assumptions

Page Number: 5-6

Question: This section states, “The Training program shall educate Contractor personnel about their possible future obligations to cooperate with CMS or other authorities should a site visit conducted become the subject of investigation by law enforcement officials” and “Contractor personnel must be available for investigative queries, in-person attestation, or any other in person interviewing needed to establish a legal case. The number of these requests is not expected to exceed 5 per month nationally” Does CMS have any idea of the level of effort this support requires or if this would be a modification to the award as required to account for this effort?

CMS Response: Investigative inquiries, attestations and interviews are primarily conducted via phone or through an affidavit; however, there may be rare occasions when an investigator is required to appear in court.

53) Section:

Document, Section & Page Number: Eastern & Western Site Visit SOW

Question: Does CMS anticipate a transition prior to the start of the Site Visit task order? We assume a 120 day transition with the following assumptions. Please verify the assumptions and that we will have a transition period as assumed.

CMS Response: Please refer to updated SVS SOW Section 3.9 Contractor startup period.

1.3 Scope

54) Section (i.e. RFP, SOW): J.5.A SOW Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Section 1.3 Scope

Page Number: 7

Question: The introductory paragraph states “The Contractor shall conduct site verification inspections for Medicare and/or Medicaid providers/suppliers in the Western Region of the United States.” Please verify that this should be labeled as Eastern Region.

CMS Response: Western Region references have been updated in SOW to reflect the Eastern Region.

2.5 Contractor Personnel, Disciplines, and Specialties

55) Section (i.e. RFP, SOW): Attachment J.5.A SOW; Section 2.5

Title and Number (including subparagraph designations): 2.5 Contractor Personnel, Disciplines, and Specialties

Page Number: 8-9

Question: For the three key personnel positions, Project Manager, Site Inspection Manager, and Quality Assurance Manager, CMS states each position must have 10 years’ experience. Would CMS consider any certifications or education (i.e., PMP, Master’s degree, etc.) as a substitution for the years of experience?

CMS Response: No, there are no exceptions.

3.1 Program Management and Customer Support

56) Section: Site Verification SOW

Title and Number: 3.1.1 Performance Standard 4

Page Number: 10

Question: What is the expected call volume to the support help line?

CMS Response: CMS does not have an estimate for the annual call volume.

57) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.1 Program Management and Customer Support; Item 7.

Page Number: 10

Question: If CMS requires a website will the government require a “.gov” website or can a “.com” website meet the requirement?

CMS Response: CMS does not require the contractor to have a website. The government does not require a “.gov” website.

58) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.1.1 Performance Standard

Page Number: 10

Question: What does CMS mean by “contactor provides continuous operations without interruption”?

Can we assume that means contractor delivery of site investigations every day of the existing contract after transition in period?

CMS Response: No, continuous operations means the contractor’s systems and operations must operate continuously without delays or the system failing to operate.

59) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.1 Perform Site Verification Requests:

Item 13.

Page Number: 14

Question: This requires capture of images via smartphone. Can the same requirement of geographic coordinates be captured in person with a non-smartphone alternative be acceptable?

CMS Response: The Contractor shall be able to collect the site’s geographic coordinates and photos at the physical location via a smartphone or similar device (e.g., Blackberry, iPhone, Android) with GPS capabilities, including the ability to geotag photos, and provide a method of recording, storing and transmitting images back to CMS.

60) Section (i.e. RFP, SOW): Attachment J.5.A and J.6.A, SOW’s

Title and Number (including subparagraph designations): 3.1.1 Performance Standard, number 4

Page Number: 10

Question: Since this is the Eastern Region Site Verification Services, please confirm that CMS intends for the contractor to provide the use support help line available from 7 a.m. EST to 5 p.m. PST in both the Eastern and Western Region.

CMS Response: The use support help line shall be available from Monday – Friday, 8 a.m. EST to 4 p.m. EST for the Eastern Region. The use support help line shall be available from Monday – Friday, 8 a.m. PST to 4 p.m. PST for the Western Region. This correction has been made in both SOWs under 3.1.1.

61) Section (i.e. RFP, SOW): Statement of Work (SOW) Eastern Region Site Verification Services

Title and Number (including subparagraph designations): 3.1 Program Management and Customer Support

Page Number: 9

Question: Under the SOW it States: “CMS expects the Contractor to perform the following types of activities within this task: “…CMS Support ad hoc inquiries from the CMS COR and/or BFL.”

Please clarify the nature and estimated number of these ad hoc inquiries.

CMS Response: Ad hoc inquiries could consist of conducting additional site visits for investigation, generating workload reports, assistance with planning, and/or assistance with government studies.

62) Section (i.e. RFP, SOW): Task Order SVS SOW

Title and Number: 3.1 Program Management and Customer Support

Page Number: 10

Question: Given that “The use support help line shall be available from 7 a.m. EST 5 p.m. PST Monday- Friday”, will CMS please estimate the average number of incoming calls per day so that offerors can adequately staff the help line?

CMS Response: CMS does not have an estimate of the average incoming calls to the help desk.

Assumption would be that this number will fluctuate over the program. The volume will more than likely be higher during the inception of the program. The use support help line shall be available from 8 a.m. EST 4 p.m. for the Eastern Region Monday-Friday. The use support help line shall be available from 8 a.m. PST 4 p.m. for the Western Region Monday-Friday. Updated in both SOW’s under 3.1.1.

3.2 Establish Request Management System

63) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.2 Establish Request Management System; Item 5.

Page Number: 11

Question: Can CMS confirm that if a work request was completed prior to the 24 hour CMS cancellation is it still considered billable?

CMS Response: Yes, the contractor can bill for the completed work.

64) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.2 Establish Request Management System; Item 6.

Page Number: 11

Question: Can CMS confirm or provide further details on the 500 users (CMS and CMS Contractors) to the contractor’s Request Management System. Did CMS include in the 500 user count the anticipated contractor staff supporting site visits or is the 500 users additive to the number of contractor staff supporting site visits?

CMS Response: The 500 users includes the contractor’s staff.

65) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.2 Establish Request Management System; Item 9.

Page Number: 11

Question: CMS and MACs require access to the site visit reports via a weblink. Can CMS confirm that the weblink to the reports would only be accessible by the CMS and MAC authorized users?

CMS Response: CMS and MACs are the only authorized users to the site visit web link in order to view site visit reports and results.

66) Section (i.e. RFP, SOW): Attachment J.5.A

Title and Number (including subparagraph designations): Section 3.2 Establish Request Management System; Item 9.

Page Number: 11

Question: CMS and MACs require access to the site visit reports via a weblink. That an internet accessible Request Management System (RMS) by CMS and MAC users with account access to these reports would be sufficient versus a weblink?

CMS Response: Yes.

67) Section (i.e. RFP, SOW): SOW, Attachments J.5.A and J.6.A

Title and Number (including subparagraph designations): Eastern and Western Region Site Verification Services TO SOWs, Section 3.2, Establish Request Management System, Number 3

Page Number: 10

Question: This requirement states. “The system must be available to intake requests on a 6-day work week basis, excluding federal holidays.” Please clarify that a 6-day work week is intended to mean Monday through Saturday, excluding federal holidays.

CMS Response: Yes.

68) Section (i.e. RFP, SOW): Task Order SVS SOW

Title and Number: 3.2 Establish Request Management System

Page Number: 10

Question: We assume there will be a Transition In Period for the Site Verification Services Task Orders and that it will be at least 120 days. Can CMS please validate this assumption or provide the specific Transition In period?

CMS Response: Please refer to updated SOW section 3.9 Contractor startup period.

69) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW; 3.2 Establish Request Management System; #6

Page Number: 11

Question: Just to be completely clear, CMS does not anticipate the need for providers to have access to the Site Verification contractor’s Request Management System?

CMS Response: Correct, providers will not have access to the contractor’s Request Management System.

70) Section (i.e. RFP, SOW): Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Eastern Region Site Verification Services TO SOW, 3.2 Establish Request Management System, #5

Page Number: Page 10

Question: If the contractor dispatches a Site Inspector per the work order, but does so prior to the 24 hour timeframe from the time that request is received from CMS, will the contractor be paid for the Site Visit if CMS then cancels the request? If the answer is that the contractor would not be paid, would there be any exception if the turnaround time requested is 48 hours?

CMS Response: The contractor will only be paid if the site visit was completed prior to CMS cancelling the visit.

3.3 Perform Site Verification Requests

71) Section (i.e. RFP, SOW): Site Verification SOW

Title and Number (including subparagraph designations): 3.3 Perform Site Verification Requests, item 7

Page Number: 13

Question: The draft SOW listed three checklist formats but the final SOW lists only two, with no mention of the form for DMEPOS inspections. Will the Site Visit Verification Form be used for all inspection types other than IDTF?

CMS Response: There will be a separate site inspection form for DMEPOS inspections. The new form request has been added to both SOW’s as a deliverable.

72) Section (i.e. RFP, SOW): Attachment J.5.A Eastern Region Site Verification Services TO SOW:

Title and Number (including subparagraph designations): Section 3.3 Site Visit Verification Requests

Page Number: Page 12

Question: In the Statement of Work, CMS provides a list of States and US Territories in which we will be required to perform inspections. Could CMS identify the regions in each State/Territory in which inspections were most frequent during the last recorded Fiscal Year?

CMS Response: CMS does not have the estimate information to provide to Offerors.

73) Section (i.e. RFP, SOW): Attachment J.6.A Western Region Site Verification Services TO SOW:

Title and Number (including subparagraph designations): Section 3.3 Site Visit Verification Requests

Page Number: Pages 11 and 12

Question: In the Statement of Work, CMS provides a list of States and US Territories in which we will be required to perform inspections. Could CMS identify the regions in each State/Territory in which inspections were most frequent during the last recorded Fiscal Year?

CMS Response: CMS does not have the estimate information to provide to Offerors.

74) Section (i.e. RFP, SOW): J.5.A SOW Eastern Region Site Verification Services TO SOW

Title and Number (including subparagraph designations): Section 3.3 Perform Site Verification Requests, Item 9

Page Number: 13

Question: Will the Contractor have users who will have access to the Provider Enrollment System (PECOS?) and at what point is it sufficient to say that the Provider’s Status has been verified?

CMS Response: The contractor personnel will be granted - access to PECOS. Provider status must be checked prior to the site visit to make sure the provider is actively enrolled.

75) Section (i.e.