DLI RFP 6100055293 QUESTIONS AND ANSWERS FINAL.docx

ADDENDUM # 1

DLI IFB 6100055293

This addendum #1 is to provide answers to the submitted potential Offeror questions to be posted to the DGS website, http://www.emarketplace.state.pa.us/Search.aspx. Questions were submitted via the DLI resource email account RA-li-OIT-BAS-Procur@pa.gov. The questions and approved answers are as follows below:

Addendum Key:

· The questions are marked in bold and;

· (a) =the approved answer(s)

1. Page 10 of 11, Conflicts of Interests. Can a vendor currently prviding CE’s bid on this opportunity? The panel performing CE’s and Case Reviewers would be firewalled and completely separate.

a: The Social Security Administration (SSA) prohibits a psychological or medical consultant from also providing consultative examinations.

2. Page 3 of 11 of the RFP lists three locations for performing case review services. Would the BDD consider remote processing of case reviews? If so, would SSA PsyPac allowing for license portability be considered?

a: Currently, Bureau of Disability Determination (BDD) has a telework policy permitting employees and contractors to work remotely. Telework availability remains at the sole discretion of BDD.

3. Would BDD consider one contractor to take over all case review services to gain efficiencies in this process? And if so, can the licensed provider only be licensed in another state, not PA?

a: Awards are made based on the criteria contained in “Method of Purchase Order Award”. Licensing requirements and qualifications are stated on page 3 and 4 of the statement of work.

4. Page 4 of 11, (3) states that psychologists must provide a minimum of 40 case reviews per 5-day work week. Does this mean that BDD will not consider part-time psychologists for case review services?

a: The 40 case reviews per week is not a reference to time, as the time required to complete 40 case reviews will vary by claim complexity and vendor. The minimum case review number is to ensure that contractors are aware and remain compliant with all procedural and regulatory changes in the case review process. The caseloads may vary and BDD may add additional bidders if necessary to complete work requirements.

5. In the Statement of Work, “telework will be performed at the discretion of BDD.” Prior to the pandemic, psychologists were only expected to go to the office one day per week. Should BDD request work occur at a specific site, would this be once per week, as it had been? Or would it be more frequent or less frequent?

a: Approval to telework will be at the sole direction of the BDD- there are no guarantees for telework.

6. Would contractors have dedicated workspace, or would there be a shared workspace?

a: For on-site work, the BDD will provide workspace to staff and contractors

7. I meet the qualifications to bid. Simultaneously, I know of several psychologists working in the BDD system who are not degreed in clinical psychology and are not listed in the National Register. Are these qualification for the bidder only? Or are the subcontractors held to the same standard. My one current subcontractor does not qualify if those are the only options. He has a general degree in psychology, and practices clinically as an outpatient mental health psychologist. Are they acceptable subcontractors, or will they be rejected? My point is: I don't want to bid cases I cannot complete because the subcontractors will not meet those two standards.

a: All required qualifications outlined in the Psychiatrist and Psychologist Checklist are required by anyone performing case reviews under this agreement.

8. The Requirements box #2 has options A and C. There is no option B. Option B used to be ABPP certification. Is that no longer an option?

According to Box B, if a bidder or subcontractor does not have a degree in clinical psychology or are credentialed by the National Register, they are not permitted to work on the contract. Literally, fewer psychologists will be working at BDD if this is actually the requirement.

a: All required qualifications outlined in the Psychiatrist and Psychologist Checklist are required by anyone performing case reviews under this agreement. BDD reviews all information provided and determines eligibility based on those submissions.”

9. After the bids are completed, are we permitted to see the credentials of the other successful bidders? My feeling is that several would have to drop out, because they cannot meet either of these two standards.

a: Yes, only after award is made. Personal Identifiable Information will be redacted.

10. Do I submit only my credentials, as the bidder for the bidding process? Or do I submit my qualifications as bidder, as well as subcontractor qualifications.

a: Bidders will submit credentials of any one performing work under the awarded agreement.

11. If my bid is successful given my belief that my subcontractors are viable, how, and when will I know if they are approved? I am trying to do this ahead of time by asking such specific questions. Am I permitted to drop my case number of cases if subs are not accepted? Am I forced to hire someone else?

a: Contracts are awarded to vendors who are found responsive and responsible, this means all requirements of the bid have been met. A contract is not a guarantee of work, no work will be performed without the issuance of a Purchase Order. In accordance with the Commonwealth’s Term and Conditions V.9 Contract-007.02 Estimated Quantities

“It shall be understood and agreed that any quantities listed in the Contract are estimated only and may be increased or decreased in accordance with the actual requirements of the Commonwealth and that the Commonwealth in accepting any bid or portion thereof, contracts only and agrees to purchase only the materials and services in such quantities as represent the actual requirements of the Commonwealth”

Any decreases must be approved by the Issuing Office.

12. Domestic Workplace Certification form, does this need to be notarized or can it be a friend who is an adult and US citizen?

a: Domestic Workforce does not need to be notarized; the witness just has to be able to confirm the identity of the signing entity.

13. Worker Protection and Investment Certification form, can you explain who is the certifying official? It is unclear who else signs the form other than the individual contractor.

a: The certifying official is the individual who has signatory authority to certify that the firm will follow Executive Order 2021-06

14. On the last bid we needed to submit copy of CV along with school transcripts. Are those required with this submission?

a: Yes.

15. The $80/hr. rate for non-case services has been in place since 2017. This rate is no longer sufficient to cover the cost of labor associated with this activity. Would BDD consider increasing this rate to account for current labor market conditions? A 3.5% year-over-year escalation would put this rate at $95/hr, which would be considered more reasonable to support this work.

a: The reimbursement rate will remain as defined on page 5 of the statement of work under the Training section.

16. The SOW states: “Teleworking may be available at the sole discretion of BDD.” Considering the ongoing global pandemic and enhancements to teleworking technology, does BDD anticipate some or all of the training to be virtual, or allow for virtual participation in training?

a. Telework will be approved at the sole discretion of the BDD.

17. In distributing casework to the awardees, does BDD plan to give a preference to those who work at a BDD office versus teleworkers?

a: The criteria for awarding purchase orders is contained on page 2 of the statement of work in the section “Method of Purchase Order Award,” it does not identify Telework as award criteria.

18. Based on the information provided, it is not possible to estimate an average handle time per case without having experience doing this very specific case work. In order to provide an opportunity for qualified bidders who have not had prior experience with this specific project, we respectfully request that BDD provide some statistics and/or guidance on expected handle times per case.

a. Per page 3 of the Statement of Work, the estimated annual number of cases to be reviewed is 116,832. There is no way to determine the time it takes to review a case. Time is based on the complexity of the individual case. The bid price shall be based on the number of case reviews the bidder anticipates performing. Bids should be based on wat the bidder

19. To enable interested, qualified bidders who do not have direct experience with this BDD project, please provide the current training materials as an appendix to this solicitation. This information is essential to better understand the extent of these reviews and calculate handle times and associated labor costs.

a: There are SSA and BDD policies that prohibit training materials to be shared with potential bidders. All information on selected bidders, and how training is administered is contained under “Training” section of the statement of work. Page 5.

A. Considering the following statement: “A selected bidder will serve as a resource to medical, adjudicative, supervisory and administrative staff when questions or problems arise related to the psychiatrist’s or psychologist’s area of specialty. “If a selected bidder is consulted in this manner, will the time spent be considered billable time under the non-case review services rate?

a: Page 8 of the Statement of Work states, Non-Case Services will be reimbursed at $80 per hour. Please refer to the Statement of Work for a description of all non-case services.

B. Section (3) (c) states: “record findings in the Bureau’s electronic process systems as specified by BDD case review policies and procedures.” To ensure that vendors can properly interface with BDD systems, would the department please provide a copy of the BDD case review policies and procedures along with any technical and security requirements necessary to interface with BDD systems.

a: Internal policies and procedures may not be shared with potential bidders. All required information for a bidder to achieve independent case reviewer status is provided during the Initial Training session.

C. Please confirm that cases will be referred to reviewing professionals only after all typically required documentation and consultive exam information have been confirmed to have been received and can be viewed through the system.

a: BDD refers claims as required following internal policies and procedures outlined by the SSA and BDD.

D. Please provide an estimate of the average time it takes for trained professionals to complete an assigned case.

a: BDD maintain records of this information. The time to complete a case review will be based on the complexity of the individual case.

E. Do I need to fill in the "Items" section of the Bid?

a: The item description is the term and location, there is nothing for bidders to complete other than to provide the per case cost.

F. If I am bidding (qty #) cases at (site location) for FY 2022 at $xx (per case), should I cross the 1 under QTY and put (my qty), put $xx as my unit price and then put $xxxx (Unit X QTY) as my total line-item price?

a: The bid price will be the cost per case regardless of the quantity.