D.0 Frequently Asked Questions.docx

STX CBOC Frequently Asked Questions

Question 1. Paragraph 2.8 of the RFP states, "Depending on the skills needed for the encounter, the Telepresenter can be a licensed independent provider (LIP), Registered Nurse, LPN, or Telehealth Clinical Technician (TCT)." Is it acceptable to the VA to use Medical Assistants as TCTs as we do in other CBOCs across the United States?

A: Yes

Question 2. Will the new contractor inherit the patient’s last Primary Care vesting visit and be allowed to bill for one year from that date upon contract award?

A: Yes

Question 3. How many Choice/Mission Act referrals occurred in the past 12 months for enrolled veterans of the CBOC?

A: We do not have that information.

Question 4. In the Prescription Fulfillment paragraph 4.6.3.1 it states that the Contractor will provide all medication, including any necessary vaccines that are to be administered to patients in the clinic. Will the Vaccines be provided to the clinic at the cost of the Contractor or the VA?

A: Vaccines are the cost of the contractor.

Question 5. If the cost of vaccines is the responsibility of the contractor….what is the number of vaccines, by type as listed in question 5 and any additional vaccines added by the government pursuant to question 6, that was provided to the CBOC enrolled veterans in the last 12 months?

A: We do not have that information.

Question 6. Pursuant to the Prescription Fulfillment paragraph 4.6.3.1 of the solicitation, please provide a list of medications the government expects the contractor to dispense (at the cost of the Contractor) from the clinic that would not be a routine medication dispensed through the VA or an urgent/emergent medication dispensed through the VA contracted local pharmacy.

A: The contractor must provide ALL in-clinic medications. Whatever the clinic needs, they need to provide. We do not list specific meds, because then it becomes too exhaustive/restricted.

Question 7. In the Laboratory Services paragraph 4.6.4.4 on page 45 it states that the contractor is to send specimens to the VA Core Laboratory “Twice daily” once at the mid-day break and again after close of business. Due to patient fasting requirements we are concerned about the duration of patient fasting for the afternoon specimen collections. Please confirm the VA wants specimens to be delivered twice a day or does the VA only require 1 delivery each day after the mid-day break.

A: Correct the requirement is Twice daily.

Question 8. In reference to: E.9 52.212-2 EVALUATION; Factor 1 – Technical; Sub-factor (A) – Experience/Management Plan; 5) Proposed Staffing; Paragraph i and Paragraph ii.i. Provide a list of the names of the qualified physicians, physician assistants, nurse practitioners, and other primary care provider staff intended to be utilized in the performance of this contract and/or describe the mechanism used to provide qualified physicians, physician assistants, nurse practitioners, and primary care provider staff to perform the contract work.

Question 9. Are these two consecutive points asking for exactly the same information? If so, in the interest of limiting space, which can we remove? If they are not identical requests, can Government clarify what different information is requested?

A: Although both areas appear similar, ii) Providers: i., additionally requests a copy of licenses for all staffing. Proceed with answering both questions and omit duplicate responses; Individual Example: If a physician’s name is provided in ii) Providers i. with a corresponding license, do not list the physician’s name in Proposed Staffing: i). Continue this methodology in answering both questions for remaining physicians, staff, etc. as applicable.

Question 10. In reference to: E.9 52.212-2 EVALUATION; Factor 1 – Technical; Sub-factor (A) – Experience/Management Plan; 5) Proposed Staffing; ii) Providers; ii. “Provide copies of the following information on any physician to be assigned to this solicitation. Include physicians providing coverage relief.” AND iii. “Curriculum Vitae “AND iii) Nurse Practitioners; i. “Transcripts from an Accredited Nurse Practitioner Program”.

With a maximum of thirty (30) pages allowed, can these be presented post award? Or can they be submitted in an Appendix outside of the 30-page limit? As the time period for getting official transcripts is lengthy, can the NP transcripts be submitted post-award?

A: Yes, CVs/transcripts may be submitted after award, however, the proposed staffing plan/coverage relief plan must be submitted with proposals, which are limited to 30 pages.

Question 11. In reference to: E.9 52.212-2 EVALUATION; Factor 1 – Technical; Sub-factor (A) – Experience/Management Plan; 5) Proposed Staffing; iii) Nurse Practitioners; ii. “ii. List the number of administrative support staff and describe the level of training and experience that will be utilized to meet the administrative support functions of this contract, including, such functions as patient scheduling, medical record documentation, record processing and reporting, grievance system and quality assurance and performance improvement.” AND E.9 52.212-2 EVALUATION; Factor 1 – Technical; Sub-factor (A) – Experience/Management Plan; 9) “List the number of administrative support staff and describe the level of training and experience that will be utilized to meet the administrative support functions of this contract, including such functions as patient scheduling, medical record documentation, record processing and reporting.”

As these two items are identical in wording for the information regarding administrative support staff AND with a maximum of 30 pages is allowed can one of these items be removed.

A: Yes, please consolidate your response to these questions. Ensure that each function is addressed, as applicable; Example: “…functions of this contract, including such functions as patient scheduling, medical record documentation, etc.”

Question 12: As performance measurement process and quality control will be covered in Sub-factor (B) – Quality Control, items 2) “Describe the performance measurement process that will be implemented to monitor quality, appropriateness of care, access, and patient satisfaction.” and 3) “Provide information on proposed quality improvement plan.” Can we eliminate the need for this duplicate information from one of these two locations?

A: No. One describes the process to monitor quality, appropriateness of care, access, and patient satisfaction. The other is the proposed quality improvement plan. They are separate items.

Question 13. Paragraph 2.8 of the RFP states, “The following telehealth staffing shall be provided by the Contractor. Telehealth Clinical Technician (TCT) FTE Ratio performance standard 1.0 FTE Telehealth Clinical Technician (TCT) per estimated 5,000 patients at clinic, with a trained back-up.” Paragraphs 2.4.1-2.4.5, it states that CPS, LCSW, Registered Dietitian/Nutritionist and PCMHI is Contractor supported/VA provided telehealth delivery. Paragraph 4.6.7.1 it states, “It is anticipated the VA will utilize Telehealth Primary Care at this site for up to 40 hours per week during Monday thru Friday from 8:00 a.m. to 4:30 p.m.”

What support is required for the Discipline Specific PACT Team Members? Is the one TCT described in paragraph 2.8 and paragraph 4.6.7.1 sufficient to cover all the above telehealth and support requirements? Is the VA requiring a separate TCT for Mental Health Support? Will the VA clarify the Contractors on-site labor obligation for total TCT services?

A: One TCT will be sufficient to cover all telehealth. Included, but are not limited to the following: Assist the primary care or specialty care provider with the Veteran physical exam as needed, provide Veteran education, documentation and assistance with workload capture for the completion of the visit, per scope of practice and manage required screenings and complete clinical reminders, documentation, scheduling and opening and closing the encounter.

Question 14. Given the current pandemic we are in and underdetermined future of face to face visits, will the Contractor be able to utilize VVC visits in addition to Face to Face and phone calls as it is stated in the RFP?

A: Yes.

Question 15. Under Enhance Care Management & Coordination of Care it states, “Improve Critical Transitions Process: Inpatient to Outpatient: develop systems to identify admitted primary care patients; provide follow up care either by face to face visit or telephone visit within 2 days’ post discharge and document the follow up care in the VA HER and communicate among the team.”

Given the pandemic we are in; will the Contractor be able to use VVC in addition to Face to Face and phone calls for follow up services for Inpatient to Outpatient care?

A: Yes.

Question 16. RFP states, “The Contractor will provide all medications, including any necessary vaccines that are to be administered to patients in the clinic.”

Will the VA provide a list of all the medications and vaccines required to be administered in the clinic and the historical usage for pricing? Will the Contractor be required to provide the COVID-19 vaccine?

A: The contractor must provide ALL in-clinic medications. Whatever the clinic needs, they need to provide. We do not list specific meds, because then it becomes too exhaustive/restricted. Contactor will be required to provide the COVID-19 vaccine.

Question 17. Paragraph 4.6.2.6 states, “Urgent/Emergent medications needed will be filled via a contracted local pharmacy for up to 10 days.”

Are the urgent/emergent medications provided by the contracted local pharmacy provided at the VA’s expense?

A: Yes.

Question 18. Paragraph 4.6.6 Tele Health Support and Services in the RFP states, “The VA will maintain the VA-provided telehealth equipment.”

Does the VA provide all equipment in the telehealth rooms including exam tables?

A: VA provides the telehealth equipment not exam tables.

Question 19. Paragraph 4.9 Space Requirements in the RFP states, “For any buildout/construction that might be required to prepare space for performance of this contract, Davis-Bacon Wages (https://www.dol.gov/agencies/whd/government-contracts/construction) must be paid to any personnel working on the buildout/construction of the space and certified payrolls for all buildout/construction workers are due to the COR and Contracting Officer no later than 10 business days prior to the clinic opening.”

Because any construction work will be merely incidental to the furnishing of services under the contract, will the VA consider removing this requirement in order to reduce the cost of preparing space for the provision of the contracted primary and specialty care services?

A: No. Davis-Bacon Act requirements cannot be removed.

Question 20. The RFP lists the paragraph below under the Provider heading. Does the VA require a copy of state licenses for just all providers or do they require a copy of state license for all staffing including, RNs, LPNs, etc?

“Provide a list of the names of the qualified physicians and other primary care provider staff intended to be utilized in the performance of this contract and/or describe the mechanism used to provide qualified physicians and primary care provider staff to perform the contract work. Also submit a copy of licenses for all staffing.”

A: For all staffing.

Question 21. The RFP lists the required documentation for Nurse Practitioners. Can the following documentation requirements be submitted at the time of hire? Or will the VA accept a current CV in place of transcripts?

Nurse Practitioners:

Transcripts from an Accredited Nurse Practitioner Program

Requiring these documents be submitted with the proposal is unrealistic and provides a significant advantage to the incumbent. To collect these required documents would demand that we permanently hire all the required staff in less than 30 days. Asking candidates to provide such documentation before there is an available position is not a common practice in recruiting/staffing.

In the event, the VA requires the transcripts and graduate certificates for the required positions, would the VA accept a “DegreeVerify Certificate” from the National Student Clearinghouse? The National Student Clearinghouse is an agency the VA uses to confirm education.

A: VA will accept a current CV in place of transcripts.

Question 22. Will the new Contractor inherit the patients’ last vesting visit and be allowed to bill for one year from the date upon contract award?

A: Yes.

Question 23. Since its implementation, how many Mission Act referrals have occurred for enrolled veterans at the CBOC?

A: We do not have that information.

Question 24. Can you please specify how many of the referrals were for primary care patients?

A: We do not have that information.

Question 25. Can you please specify the types of specialty services by number of patients?

A: We do not have that information.

Question 26. Will the VA require a clinic manager?

A: Yes

Question 27. What additional COVID-19 related services will be required?

A: Please refer to Section 4.6.2.8 of the PWS and any other area within the solicitation that refers to COVID-19.

Question 28. Will all MH/PCMHI requirements will be staffed by VA, either in-person or by Telehealth?

A: Staffed by VA (in person and telehealth).

Question 29: 3.1 Sates hours of operation 0800-1630, please confirm Monday-Friday.

A: Monday through Friday, 8:00 a.m. to 4:30 p.m.

Question 30. Since data lines are currently taking 180 days for installation will the VA consider extending the buildout time?

A: To be looked at on a case by case basis.

Question 31. Will the VA will provide Women’s Health Pap test kits (Thin Prep)?

A: Yes.

Question 32. Please include a revised copy of the QASP. The copy attached to beta.sam has been digitally signed by the COR and cannot be updated with the contractor’s signature.

A: Please continue to use QASP version that was previously uploaded to Beta.Sam. To fulfill Contractor signature requirement, please include a signed addendum with your proposal referring to the previously posted QASP with Contractor signature and date. Addendum may simply state, “Contractor acknowledges QASP (RFP: #) with Contractor’s signature and date.

Question 33. Will the government further define the boundaries of where they would like the CBOC located?

A: No.

Question 34. Does the government require sliding doors on the primary care patient exam rooms? If so, are they required on both sides of the room?

A: Yes, the Government requires sliding doors on the primary care patient exam rooms. They are only required on both sides of the rooms if there is more than one entrance/exit.

Question 35. Can you please confirm anticoagulation services will be provided off site by VA?

A: Yes, confirmed.

Question 36. Can you please confirm all XRAY services will be performed off site by VA?

A: Yes, confirmed.

Question 37. Is it acceptable to the VA for the Contractor to provide attachments that are not counted towards the 30 page limitation?

A: Yes, it is acceptable. Information in response to copies of licenses, CVs, transcripts, Infection Control Plan, Blood borne Pathogen Plan and Tuberculosis Control Plan may be added via Appendix and clearly named/ identified.

Question 38. Part 1 – Requirements for Technical Capability, it states, “Submit one e-mailed electronic copy along with one e-mailed redacted electronic copy for evaluation.” Is the VA only requiring a redacted electronic copy for Factor #1 Technical Capability? Does the VA require redacted version for Factor 2 Geographic Location? Are there any email size requirements in the submission of the electronic copies emailed to the VA?

A: Yes, within initial proposal, please provide email and redacted electronic copies for Factor #1 Technical Capability and Factor# 2 Geographic Location. The size limit is 40mb for electronic submissions. If a submission is noted as too large (unsuccessfully sent), please breakdown the submission in increments that accommodate a successful transmission.

Question 39. PWS Section 6.2.1 Billable Roster; Please confirm that the new contractor will inherit the patient’s last vesting visit and is eligible to bill for one year from that date upon contract award?

A: Yes, that is correct.

Question 40. In section E.11 52.212-2 Evaluation-Commercial Items on page 174 it states that the Contractor is to describe the procedures to be implemented for accountability and safeguarding of medications provided by the Parent Facility. According to Section 4.6.3.1 the Contractor is providing all medications and vaccines administered in the clinic. Why is the Contractor being evaluated on procedures to be implemented for accountability and safeguarding of medications when the Parent VA is not providing the medicines?

A: Although the VA is not providing the medicines, the policies and procedures need to be uniform because of Joint Commission standards for administering and storing medications.

Question 41. C.4.9 Space Requirements. Do the PACT teams require a consult room, along with the exam rooms?

A: Yes

Question 42. C.4.9 Space Requirements. Are there room size requirements for the Telehealth group room or the telehealth consultation rooms?

A: Consultation rooms

Question 43: C.4.9 Space Requirements. Does the space require general group care room?

A: Yes

Question 44: C.4.9 Space Requirements. Will there be VA staff requiring consult or exam staff onsite?

A: Consult

Question 45: C.4.9 Space Requirements. Are there additional tele-mental health rooms required?

A: No

Question 46: C.4.9 Space Requirements. How many, if any mental health rooms are required for the VA provided mental health staff?

A: 1

Question 47: C.4.9 Space Requirements. Since the VA is providing a radiologic technician, should we include a x-ray room and x--ray viewing room in the space plan?

A: No, service provided at VA by referral.

Question 48: C.4.9 Space Requirements. Please confirm that the VA IT closet only needs to be 40 sf with no measurement requirements? Other VA IT space requirements of 100sf and the room being 10'x10'.

A: Minimum 10 x 10

Question 49: C.4.9 Space Requirements. Is there a separate group care room requirement?

A: Yes