DME Bidders Conference Q and A revised.docx

Durable Medical Equipment Reuse Partner RFR

Bidders Conference 10/18/19

Questions & Answers

· Question 1: Why is the RFR issued for 10 years? Is there potential for funding changes within the 10 years?

· Answer 1: MRC normally issues RFRs for 10 years, which is the maximum allowed by the state. Contracts are normally issued on a yearly basis, and the contract funding level each year is not restricted to the amounts noted in the RFR.

· Question 2: If the required activities under the program change significantly, are providers expected to assume the additional cost?

· Answer 2: Funding levels may vary throughout the life of the RFR, depending on program needs, requirements and funding available. Any significant changes to the level of program activity or operational requirements would be discussed with providers before implementation to determine the impact on program costs or capacity. Significant changes in the nature of program requirements would be reflected in an amendment to the RFR and changes to the contracts. Details of program operations are spelled out in the policies and procedures, which can be revised at any time.

· Question 3: Are costs of repairs to devices covered through the contract funding?

· Answer 3: Yes; contract funds may be used for any expenses related to DME Reuse, including costs related to repairs.

· Question 4: Is MRC looking to award two reuse contracts or anticipating only two partners overall?

· Answer 4: This RFR is procuring two types of partners, to provide statewide coverage for the program. MRC anticipates contracting with two Reuse partners in FY20, however the specific number, location and type of partners will be determined after evaluating all submissions.

· Reuse partners pick up devices, repair & sanitize, post devices online and deliver;

· Drop-off sites receive donated devices and hold them for pick-up by reuse partners, as well as carry out outreach.

· The function of the reuse partner includes the activities of a drop off site, so an organization may not apply to become both types of partners.

· Question 5: What is the total amount of the award?

· Answer 5: The contract amounts each year will depend on the availability of funding and the number of partners working in the program.

· Question 6: Is there a required staffing level? The RFR appears to require two different staff to perform the roles of Coordinator and Driver.

· Answer 6: There is no required staffing level and roles may be combined under a single position. Bidders should propose the staffing levels and structure they feel will best meet their needs within the $35,000 budget figure cited in the RFR.

· Question 7: Is the proposed $35,000 budget for the 9 month period from January to October 2020, or for a full year?

· Answer 7: Bidders should submit a budget for $35,000 for a full year of operation. Actual funding may vary from this figure.

· Question 8: Is a separate implementation plan required in addition to the one required in the RFR?

· Answer 8: A second, formal implementation plan will not be required of all applicants in addition to the one submitted in their RFR response. Once MRC has notified a bidder of our intent to award a contract we may ask the bidder to clarify or revise their proposed implementation plan if we feel it does not sufficiently address all start-up needs.

· Question 9: When is billing required, and is it on the same schedule as the reports?

· Answer 9: Invoices are to be submitted within fifteen (15) calendar days following the end of the month during which services were provided. (RFR states 21 days). Reports are to be submitted quarterly, using the outline provided by MRC. (RFR asks bidders to describe the monthly and annual reports they will provide).