KCER_Questions_ _Answers.pdf

SOW/SOD/Bus Prop/COI/Tech Prop/General Section No./ Page # Section Title Question CMS Response Appendix A&B 1 Appendix A: is the Monthly status Report; Appendix B: Special

Project Evaluation Criteria: Please see attached documents. We had intended that these documents be released with the RFP. To our knowledge Appendix C is not referenced in this document.

General N/A N/A Would CMS provide the estimated level of effort? CMS expects offeror's to provide their Level of Effort and rational to justify that Level of Effort

General Period of Performance is listed on the SF-30 as 12/1/2015-11/30/2016; however, in the RFP it is listed as 12/31/2016. Which time period is correct?

The SF-30 designation of 12/1/15-11/30/16 are the correct dates.

General May the Offeror submit Letters of Support in an Appendix (i.e., outside the 32-page Yes General May the Offeror submit documentation in support of its Technical Proposal (e.g., exhibits, samples) in an Appendix (i.e., outside of the 32-page limitation?

Yes

J.23-A III. Proposal Delivery. Proposal Organization (p 5)

3. Binding and Labeling This section states, "All hard copy proposals shall be in a locking 3 ring binder. A binder cover sheet shall be affixed to each volume, which clearly identifies each volume, volume number, copy number (i.e., copy 2 of 4), the solicitation identification, and Offeror’s name."

It is our understanding that only one original hardcopy is to be submitted; therefore, we do not need to label "copy number (i.e., copy 2 of 4)" on the Original [binder] proposal.

Please label all volumes as "Original"

J.23-A III. Proposal Delivery. Proposal Organization (p 5)

6. Cover Page Please confirm that the Cover Page is considered to be outside of the 32-page limitation. The Cover Page is not to be included within the 32 page limitation

J.23-A IV. Technical Proposal Instructions B. Technical Proposal Contents (p 6)

Technical Proposal Organization

Please confirm that the Table of Contents is considered to be outside of the 32-page limitation.

The Table of Contents is not to be included in the 32 page limitation

J.23-A IV. Technical Proposal Instructions B. Technical Proposal Contents (pp 7- 8)

4. Staffing Plan and Personnel "The offeror shall also demonstrate an appropriate approach to managing the workloads posed by the number and types of providers in the state or territory, including the FTEs (labeled as prime or subcontractor, if proposed) required to perform the tasks."

Please clarify what is meant by "the number and types of providers in the state or territory."

For the purposes of the KCER Contract the number and types of providers in a state or territory can be defined globally as the 18 ESRD Networks; and in the case of QIA's and committee work etc.

the managing of the workloads within the context of these activities.

J.23-A IV. Technical Proposal Instructions B. Technical Proposal Contents (pp 7- 8)

4. Staffing Plan and Personnel Are the resumes to be placed in the "4. Staffing Plan and Personnel" section OR should they be placed at the end of the Technical Proposal in a separately tabbed Appendix section? Please be specific.

Please include at the end of the Technical Proposal in the Appendix Section

J.23-B II. Requirements/Tasks To Be Performed (p 20)

Subtask 4.A. KCER Responsibilities in the Hazard Mitigation and Preparedness Phase

With reference to 8th bullet on page 20:

It's possible that zero (or less than four) ESRD Networks will request assistance in conducting a Network-specific emergency preparedness tabletop or functional exercise.

Will the Offeror be considered non-compliant (or penalized) if none of the ESRD Networks (or less than four) request assistance in conducting a Network- specific emergency preparedness tabletop or functional exercise?

We do not expect that less than 4 Networks will request assistance.

In the unlikely event that this should happen we would expect that the KCER contractor would perform a RCA and develop a CAP and an altered successful approach to the Networks would be implemented.

J.23-B II. Requirements/Tasks To Be Performed (p 29)

D. Key Personnel Requirements

May the Offeror propose positions other than the three Key Personnel (i.e., KCER Project Director, KCER Assistant Director, Marketing and Communications Coordinator/Education

Yes

J.23-C Schedule of Deliverables (pp 6-7) Subtask 3.A. Provision of Emergency and Disaster Education/Technical

Deliverables 20-25 appear to correspond to Subtask 4.A. Please clarify. As stated in the SOW on Page 20 under Subtask 4.A some of the requirements of this subtask overlap with the requirements of Subtask 3.A

Proposal Instructions Page 5 of 18 #3. Binding and Labeling and #6. Cover Page

Is the binder cover sheet listed in #3 in addition to the cover page listed in #6? The Binder Cover sheet and Cover Page are two (2) different items.

Each volume should include both.

Proposal Instructions Page 6 of 18 Content May offerors include an appendix for letters of support, work products, etc. If so, would the appendix be excluded from the page count?

Please include in the appendix

Proposal Instructions Pages 6-7 of 18 #2 Past Performance/Experience

Re: past performance, does CMS require any specific contract information for past contracts, e.g., contract number, contract value?

Please include the following information: Customer (Agency);

Contract #; POC; Total Contract Value; Description of Services;

Relevance; Additional Information; Available in CPARS.

SF-30 & Proposal Instructions;

SOW

SF-30 & Proposal Instructions/page 1;

SOW C. Period of Performance/page 29

SF-30: 14. Description of Amendment/

AMENDMENT/MODIFICATION

& Proposal Instructions:

General Instructions for Special Innovation Project - “Kidney Community Emergency Response (KCER) Program”

SOW C. Period of Performance

The SF-30 released with the RFP states: "Period of Performance: 12/01/2015 to 11/30/2016." The proposal instructions state: "The period of performance for this Special Innovation Project is estimated to start on December 1, 2015 and will run concurrently with Section F.2 Period of Performance for the base year and all options years under Request for Proposal (RFP) number CMS-2016-ESRD-NETWORKS." The SOW states: "The Period of Performance for completion of all requirements under this Special Project is 12 months from contract award (January 1, 2016 to December 31, 2016), with potential renewal for Option Year 1 (January 1, 2017 to December 31, 2017), Option Year 2 (January 1, 2018 to December 31, 2018), Option Year 3 (January 1, 2019 to December 31, 2019), and/or Option Year 4 (January 1, 2020 to December 31, 2020). Would CMS please clarify the Period of Performance?

Please see answer to question #4

SOW Page 3 / I. Background I. Background The SOW reads: "The tasks described in this SOW are intended to align the activities of this Special Project with the HHS National Strategy for Emergency Preparedness and the CMS Strategic Plan for Emergency Management." Would CMS provide the documents?

These documents can be found on the CMS and ASPR websites

SOW Page 6 / B. VII. Technical Considerations The SOW states: "All action items assigned to the KCER contactor shall be Deliverables under the KCER SOW".

Question: Who is authorized to make action item assignments as referred to in this statement? Will action items turned into deliverables be added to contract and how will CMS negotiate for increased level of effort and cost?

If an action item becomes a deliverable that requires an increased LOE and cost a request for a revised proposal will be issued. CMS will evaluate the revised proposal and negotiate as needed. Then a formal modification will be executed by the Contracting Officer.

SOW Page 9 Subtask 1.A II. Requirements /Tasks To Be Performed

How does CMS define "emergency management professional"? CMS has not defined an emergency management professional however all proposals will be evaluated on the background/experience and appropriate credentialing of the proposed staff for the KCER special project

SOW Page 9 Subtask 1.A II. Requirements /Tasks To Be Performed

What education does CMS require to qualify as an "emergency management professional"?

CMS does not require but would recommend the following:

Education: minimum of a BS in EM with a Master in EM, preferable.

Lower level positions would accept a BS but higher level positions would look for a Masters or 20+ year's experience. Completion of FEMA IS courses 100, 200, 700, 800 (are nice—but not necessary---to have IS 300 & 400 and Other emergency management courses are helpful

SOW Page 9 Subtask 1.A II. Requirements /Tasks To Be Performed

What certification does CMS require to qualify as an "emergency management professional"?

CMS does not require certification but would recommend: Certified Emergency Manager (CEM). There is also a Business Continuity Planner (BCP) certification; and a Homeland Security (CHI) which could be desirable. Exercise Planner/Developer certification (MEP via FEMA exercises) can also be helpful for the planning and implementation of the National table top exercise.

SOW Page 9 / 1.A Develop, implement, maintain, and/or enhance the Existing infrastructure of the KCER Program

What are the requirements of operating the hotline in non-disaster times and during disaster events?

The KCER hotline is monitored 24/7 during disaster and non-disaster times. The hot line allows for the caller to leave a message with an expectation of a timely response. A timely response is defined in a Standard Operating Procedure and should be monitored for compliance via the IQC. The Response time in a disaster is expected to be no more than 60 minutes.

SOW Page 13 / II. Task 2, Subtask 2.B II. Requirements/Tasks To Be Performed; Task 2.Foster Patient and Family Engagement at the National

The SOW states the contractor shall "Support the development and launch of at least one national QIA or Campaign." Is there a timeline for the duration of campaign or required frequency (i.e., one annually)?

At this time the duration of the QIA is for 12 months. However, depending on the scope and success of the project a QIA could extend beyond the 12 month timeframe.

SOW Page 15 / II. Task 3, Subtask 3.A II/ Requirements/Tasks to be Performed/Task 3. Emergency and Disaster Education for ESRD Networks, Dialysis Facilities, and Patients;

Subtask 3.A. Provision of Emergency d / h l

Bullet 3 under this section reads: "Provide the CEMP evaluation criteria for the ESRD Networks." Are the criteria obtained from the Standard Content Element Evaluation Tool referenced in the 6th bullet? Are these criteria provided by CMS or developed by the KCER contractor?

The CEMP Evaluation Criteria has been developed by the current KCER contractor and is currently on the KCER Website. The Standard Content Element (SCE) Evaluation Tool is what is referenced in bullet # 6. The SCE will require review/evaluation and may require revision and this would be the responsibility of the incumbent KCER contractor.

SOW page 17 / 3.B Provisions of Emergency and Disaster Education/Technical Assistance for Dialysis Facilities

The SOW defines education activities required once the Proposed Rules - 42 CFR Parts 413, 416, 418 are enacted. In order to price the education activities in the response, please provide guidance whether to price in the base year or one of the option years?

We would recommend pricing for the base contract year.

SOW page 18 / Subtask 3.C Provision of Emergency and Disaster Education/Technical Assistance for ESRD Networks

Is the New Patient Disaster Info packet part of the NEPOP that's distributed by NCC, OR will the KCER contractor be responsible for producing and distribution?

The current KCER contractor has developed a new Patient Emergency and Disaster Booklet which will be going through CMS clearance the last quarter of 2016.CMS is looking for bidders to propose innovation relative to possible next steps, revisions, testing, and models for distribution and reproduction.

SOW page 19 / 4 KCER responsibilities for Emergency/Disaster Management

The SOW states: "limited Network funding for the 2016–2020 contract period may require the KCER contractor to assume a more comprehensive role in the ESRD Network Program’s responses to emergency/disaster situations."

Question: Are there activities and responsibilities associated with "a more comprehensive role" that are not defined in the SOW/SOD? If so, will CMS please specify those activities so we can price appropriately.

The more comprehensive role is implied in the SOW. For example in some emergency situations the Networks may not have the staffing to directly support the dialysis facilities in their service area - KCER would be expected to step in and provide services and activities to support and augment the Network at the local level.

SOW page 21 / Subtask 4.B; and Page 5, paragraphs III. and VI.

KCER Responsibility in the Emergency/Disaster Response Phase and Technical Considerations

Please clarify what government furnished equipment is provided in the contract.

Specifically:

KCER Virtual Emergency Operations Center (EOC). Is the EOC already established? If so, will the virtual EOC transition emergency equipment (Big screen TVs, phones, faxes, etc.)

be provided to the new contractor or will the new contractor be required to supply these items?

The Government does not provide the equipment. It is expected that the KCER contractor have available all equipment it deems necessary to function in an emergency/disaster situation. Minimally this would include a phone system and a backup phone system, fax capability, VPN access for all staff, Access to the GETS system etc.

SOW page 23 / Task 6 Maintain a Centralized

Please confirm that the current KCER website will be transitioned to the new vendor. The KCER website will be transitioned to the new vendor SOW page 25 / Subtask 7.B. Development and

Implementation of KCER Summit

The SOW requires the KCER contractor to ensure that patient SMEs are active in planning and participating in the Summit. Is the KCER Contractor responsible for providing travel and lodging for the N-KPFE-LAN members ?

The proposal should present a plan and rational for the inclusion of at least some of the KCER-SME's to attend the KCER Summit. The KCER Contractor should budget for that level of travel.

SOW page 27 / Task 8 Provide Emergency and Disaster Expertise and Leadership for the CMS ESRD Network Program

The SOW states: "Attend and/or participate in national/regional/local meetings as technical experts in emergency management, at the direction and/or approval of CMS.

Particular emphasis will be placed on invitations from HHS/ASPR, FEMA, Homeland Security, and any other federal agency in order to continue to integrate the dialysis patient into the overall national emergency strategy."

Question: For pricing, how many national versus regional meetings should be priced for travel and what locations should we assume for pricing purposes?

We are requesting that the bidders review the national and local E/D meetings and provide a justification/rational for attendance based on its benefit to the Dialysis and Network community adhering to the basic principle that we are doing all of these activities to make sure that the Dialysis patient is known and considered by Emergency Management entities at the local, national and Federal level.

SOW page 29 / II.C Period of Performance Please clarify the period of performance as the SOD lists as 01/01/2016-12/31/2016 for year 1 but J-22 forms and SF-30 list as 12/01/2015-11/30/2016. Also please define the transition timeframe.

Please see answer to question #4. We are intending the transition time will occur in the month of December 2015

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