Final_Questions_ _Answers_for_DOL-OPS-16-R-00058.pdf

Department of Labor, Office of Workers’ Compensation Programs Division of Energy Employees Occupational Illness Compensation (DEEOIC)

Questions & Answers in response to Solicitation Number: DOL-OPS-16-R-00058

Question

Number

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer

1. 4 B.5:

Pricing and

Estimated

Quantities

The RFP provides the maximum quantity of each CLIN and indicates the minimum quantity at 1 for each CLIN.

Can DOL please provide the historical actuals under

CLIN for the previous three (3) years? If the data is not available due to the CLIN structure on RFP DOL-OPS-

16R-00058 is different than the previous RFP (DOL-

111-RP21298), could DOL please provide the historical figures for the current contract under the current contracts CLIN structure? An understanding of the current volume of service requests will help offerors propose a solution to best meet DOL OWCP’s program requirements.

This information is subject to Freedom of Information

Act (FOIA) and can be requested from DOL via FOIA request.

2. 10 1.2.3.5.b:

Physicians The RFP sates that a physician must "Hold an unrestricted license to practice medicine in the state in which they will perform examinations or otherwise practice under this contract." Please confirm the reviewer has to be licensed in the state where they will perform examinations.

a) What if the 200 mile radius encompasses 2 states?

Could a reviewer licensed in one state provide examinations in both states under this scenario?

The reviewer must be licensed in the state where the physical examination performed.

3. 26 2.2:

Payment for

Diagnostic

Laboratory

Tests…

The RFP states the contractor shall invoice/bill for review, impairment rating, second opinion and diagnostic tests and procedures using appropriate CPT or

HCPCs code and appropriate ICD code. Does this mean that all testing and diagnostic tests performed by entities external to the CMC (outpatient hospitals, laboratories, etc.) must submit the invoice to the contractor who will verify the procedures and submit the OWCP-1500 form for reimbursement? Will this require the CMC to make special arrangements with the external entities for performing the services and tests for reimbursement as opposed to them being able to bill for the Program

The entities who perform the diagnostic testing must submit the invoice to the contractor and the contractor must verify the procedures and submit the OWCP-1500 to Government for payment.

The Government does not have an agreement with the sub-contractors who perform the diagnostic testing.

Therefore, the terms and agreements will be worked out with the Contractor and sub-contractors.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer directly these services? Is this way of reimbursement in place today and if so, what is the mechanism for getting the external entities to agree to alternative reimbursement arrangements?

4. 27 2.4.4 Can you please reconcile the requirement for a secure website with the secure portal requirement listed in

Subfactor 1 (p.105). Does the contractor have to offer both a secure website and a secure portal for this bid or just a secure portal as both requirements discuss uploading documents?

No, the secured portal requirement only applies to the uploading of the referral documents (i.e. referral request, medical records, CMC report, invoice for reimbursement) after the contract has been awarded.

5. 28

Description of Services -

Key

Personnel

2.4.17

3.9:

Key

Personnel

Name a program manager and an alternate who shall be responsible for effective liaison with the COR, DEEOIC

District Office staff and Nation Office staff to ensure that performance is in compliance with the contract.

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer.

Question: Please clarify position title: program manager or contract manager?

Contract Manager (e.g. Program Manager) will be responsible for the performance of the work.

The Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

The Contract Manager must maintain deadlines on deliverables and communicate on an ongoing basis with the Government about contractual issues.

6. 30 3.4:

Training for

DEEOIC

District

Office Staff

How many DEEOIC staff will require training on the secure website, initiating referrals, downloading report and initiating addendum and/or supplemental reports?

Approximately 25 employees.

7. 32

3.9:

Key

Personnel

4.4:

Key

Personnel

Key Personnel: states that designated Contract Manager and alternate should remain unchanged for the life of the contract.

Key Personnel Replacement: states any replacement candidate must have the same or better qualifications as the person released.

If the Contract Manager or the Alternate Contract

Manager is terminated or resigns, the Contractor must ensure that the replacement candidate’s qualifications are equal to or better than the previous Contract Manager or

Alternate Contract Manager.

RFP

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Number

RFP Section

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Number Question DOL Answer

Replacement Please clarify.

8. 32 3.9:

Key

Personnel

There are two key personnel required for this contract, the Contract Manager and the Alternate who will act on behalf of the Contract Manager when he/she is absent.

Does the government intend for the Alternate Contract

Manager to be assigned and work on this contract full-time?

No, the Government does not intend for the Alternate

Contract Manger to be assigned and work on this contract full-time.

9. 33 4.3:

Notification of Intent to

Change Key

Personnel

The requirement states that if an employee must miss more than five (5) consecutive days of work, the

Contractor must notify the COR and, if necessary, provide a backfill. Is this requirement only for when an individual is unable to report to work, due to a leave of absence or other emergency situations or does this apply to any consecutive days of absence in excess of 5, including vacations?

Yes, the requirement applies to any consecutive days of absence in excess of 5 days including vacations.

10. 36 6.5:

Quality

Control

The requirement states that a Quality Control Plan must be delivered with the Contractor’s proposal. Does the

QC Plan count in the 30 page limit or is it not counted and should be delivered as an attachment?

Yes, the Quality Control (QC) plan must be submitted with Volume I and included in the page count.

11. 41 7.1.2:

Individual

Staff and

Physicians…

In lieu of providing CVs for our large panel of physicians and specialists, which equal thousands of page, can we submit a detailed list that includes name, education, board certification(s), state license(s) and license number(s), verification, place of practice, and # of hours in clinical practice?

The Government will allow Offerors to submit a detailed list that includes name, education, board certification(s), state license(s) and license number(s), verification place of practice, and # of hours in clinical practice with the proposal. The awardee must submit copies of the full

CVs for physicians and specialists assigned to the contract after the award.

Proposals must include copies of key personnel resumes.

The following personnel are considered key personnel as identified in the Statement of Work: Director of the

Performance Management Center, Deputy Director of the Performance Management Center and Program

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer

Specialists of the Performance Management Center.

12. 56 H.7:

Contract

Manager

The Contractor shall assign a Contract Manager (a Key

Personnel Position for this Contract) who is responsible for overall coordination of their contract with the

Government. Contract management shall be provided at no direct cost under the resultant contract.

Question: Please provide clarification on the role of the

Contract Manager (CM), including what responsibilities and duties he/she must perform.

Contract Manager will be responsible for the performance of the work. Serve as the point of contact for the Government.

The Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Maintain deadlines on deliverables and communicate on an ongoing basis with Government about contractual issues.

13. 101 L.3.C:

Page Count L.3.C states there should not be more than forty-five (45) printed lines of text on any page. We assume this does not apply to tables only lines of text. Please advise.

This only applies to lines of text.

14. 101 L.3.C:

Page Count Question: Will the Government consider increasing the page allowance for Volume I - Technical response [NTE

30 pages] to enable the Offeror to adequately address the comprehensive nature of the requirements?

The Government will increase the page allowance for

Volume I Technical response NTE 50 pages.

15. 101 L.3.C:

Page Count Note: The offeror may submit provider documentation as a separate volume(s) as an addendum but must be clearly identified as such.

Physician/specialists experience and qualifications documentation may be submitted as digital copies (three) and do not need redacting.

Question: Will the Government allow the Offeror to submit a Master List of all Participating CMC resources available to the DEEOIC to perform specialty

Yes, the Government will allow the Offeror to submit a

Master List appendix that does not count against the

Volume I- page limit.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer evaluations/reviews as a separate volume appendix that does not count against the Volume I - 30 page limit?

16. 105 Sub-Factor 2:

Offeror’s

Staffing Plan

Maintain continuity of staff for Government required key positions during both the implementation and operations phases.

Question: Is the referenced implementation phase the transition phase? Will the Govt. provide information on the implementation or transition phase, to include key personnel requirements, time frame/period, SLAs/Performance Requirements/ milestones, details on data/records migration and/or transfer?

Upon award the Government will provide information on the transition phase.

17. 101 and

Section L

Volume 2

Requirements and Section

M-Evaluation

Factors

Please clarify the requirements for past performance. In

Section L it states that the Government will evaluate past performance of 3 current or previous contracts for relevancy (within the last 3 years) based on how well the contractor performed on projects of similar dollar value, scope, and complexity. In Section M for Evaluation

Factors it states the Government plans to evaluate past performance of three (3) previous contracts for current relevancy (5 years), with at least one (1) previous or current contract with relevancy within the past 12 months based on how well the contractor performed on projects of similar dollar value, scope, and complexity.

Which time frame will the government use for evaluating past performance?

Correction: The Government requires past performance of the last 3 years.

18. 5, 14, and 26

B.5, C.1.4.10, and C.2.2 Diagnostic laboratory tests and other diagnostic procedures are to be paid according to the OWCP’s fee schedule based on the locality where the services are rendered. Section B.5 – Pricing tables has a single

Diagnostic Testing CLIN (CLINs 0012, 1012, 2012, 3012, and 4012). Since diagnostic testing is a wide variety of options, will the Government accept an entry

Yes, the Government will accept an entry of “ Based on

OWCP Fee Schedule” for each single line-item CLINs for the base year and all option years.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer of “Based on OWCP Fee Schedule” for each of these single line-item CLINs for the base year and all option years? If not, please clarify.

19. 5 and 55 B.5 and H.5 Interpreter Services will be reimbursed in accordance with OWCP fee schedule. Section B.5 – Pricing tables allows for pricing to be entered for Interpreter Services

(CLINs 0013, 1013, 2013, 3013, and 4013). Will the

Government accept an entry of “Based on OWCP Fee

Schedule” for each of these CLINs for the base year and all option years? If not, please clarify.

See answer to question 18.

20. 5 and 55 B.5 and H.5 Medical Records Translation Services will be reimbursed in accordance with OWCP fee schedule.

Section B.5 – Pricing tables allows for pricing to be entered for Medical Records Translation Services

(CLINs 0014, 1014, 2014, 3014, and 4014). Will the

Government accept an entry of “Based on OWCP Fee

Schedule” for each of these CLINs for the base year and all option years? If not, please clarify.

See answer to question 18.

21. 6 B.5 Option Period Four pricing table appears to have CLIN

4015 – Pharmacy Utilization duplicated in error. Is this correct? If not, please clarify.

Correction: There should only be one line item for CLIN

4015 (Pharmacy Utilization).

22. 10 and

C 1.1.3.5.D and

Section M

Sub Section 5

5.d states: physicians engage in an active medical practice-a minimum of 240 hours of direct patient care over the previous twelve (12) months. On page 107 Sub

Section 5: it states all physicians must be engaged in an active medical practice- a minimums of 240 hours of direct patient care over the previous twelve (12) months to perform second medical opinion evaluations and referee medical opinion evaluations. It is our assumption that the direct patient care requirement only pertains to second opinion and referee medical opinion evaluations.

Is this assumption correct? If not, please clarify.

The direct patient requirement only pertains to second opinion and referee medical opinion physical examinations.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer

23. 10 and

C 1.1.3.5.D and

Section M

Sub Section 5

Physicians who will perform second opinion evaluations

(SECOPS) and referee medical opinion evaluations must have a minimum of 240 hours of direct patient care over the previous twelve months. It is our assumption that the

240 hours of direct patient care is not a requirement for physicians who will perform causation, impairment, diagnostic clarification, wage loss and pharmacy utilization case file review, referee file review and impairment file review. Is this assumption correct? If not, please clarify.

The 240 hours of direct patient care requirement only applies to physical examinations (i.e. SECOP and

Referee) not file reviews.

24. 11 and

C.1.2.3.9 and

C.2.4.25 It is our assumption that the CMC who has credentials of

Pharm D and performs the pharmacy utilization review does not require the qualifications outlined for

Physicians in C.1.2.3.5 (i.e. not required to be board certified physician). Is this correct? If not, please clarify.

Yes. Pharm D must be a graduate of accredited school of pharmacy with a Pharm D degree. Residency trained or board certified. Hold a current license.

25. 17, 21, C.1.5.1.4, C.1.8.2.5, and

C.1.8.4

The contractor has 21 calendar days from the date of receipt of the referral package to return a completed report for causation, impairment, diagnostic clarification, wage loss and pharmacy utilization case file review, referee file review and impairment file review.

Expedited case file reviews have 24 hours or 2 hours. It is our assumption that for second opinion evaluations

(SECOPS) and referee physical examinations the contractor has 30 calendar days. Is this assumption correct? If not, please clarify.

Yes. The contractor has 30 calendar days timeliness requirement from the date of receipt for SECOPs and

Referee examinations.

26. 17, 23 C.1.5.3.c and

C.1.8.4.1.f Please clarify what the timeliness requirement is from the date of receipt of the referral package to return a completed report when an examining physician has to reschedule an appointment.

The contractor has 21 calendar days from the date of receipt of the referral package to return a completed report for causation, impairment, diagnostic clarification, wage loss and pharmacy utilization case file review, referee file review, and impairment file review.

Expedited case file reviews have 24 hours or 2 hours

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer depending on the date of the request.

For second opinion evaluations (SECOPS) and referee physical examinations, the contractor has 30 calendar days from the date of receipt.

27. 27 C.2.3 Section 2.3 indicates the Government will pay a fixed fee of $55.00 for canceled appointments. Section B.5 –

Pricing tables allows for pricing to be entered for

Appointment Cancelation (CLINs 0006, 1006, 2006, 3006, and 4006). Is it the intent of the Government for offerors to enter $55.00 in each of these CLINs? If not please clarify.

No, the Government will pay a fixed fee of $55.00 per appointment cancelation.

28. 36 C.6.5 Section C.6.5 states that the Quality Control (QC) plan is to be delivered with proposal. It is our assumption that the QC plan is to be submitted with Volume I as an attachment which is not included in the page count. Is this assumption correct? If not, please clarify.

No, the Quality Control (QC) plan must be submitted with Volume I and included in the page count.

29. 32, 41, and 106

C.3.9, C.7.1.2, and

M.2, Sub-

Factor 3

It is our assumption that the Contract Manager and

Alternate Contract Manager are the only two positions designated as key personnel (refer to sections C.39, H.6, and H.7). Is this assumption correct? If not, please clarify.

It is our assumption that the “individually named management and administrative staff” (refer to section

G.1) represent the offeror’s workforce and are not designated as key personnel. Is this assumption correct?

If not, please clarify.

Please clarify Section M.2, Sub-Factor 3, third sentence

“The Offeror’s Key Personnel qualifications

The following personnel are considered key personnel by the Government: Director of the Performance

Management Center, Deputy Director of the

Performance Management Center and Program

Yes, individually named management and administrative staff” (refer to section G.1) represent the offeror’s workforce and are not designated as key personnel.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer documentation must provide sufficient detail to demonstrate that the Offeror will provide quantity and quality of skilled workforce necessary to successfully meet the technical and managerial requirements described in applicable requirements.” This sentence refers to staff beyond the key personnel. This sentence also appears to better align with Sub-Factor 2, Staffing

Plan.

30. C.7.1.2 and

L.3.C

41 and 101 Section 7.1.2 identifies resumes of proposed key personnel as required documents. Are resumes for the named management and administrative staff to be submitted with Volume I?

No. Only resumes for Key Personnel.

31. C.7.1.2 41 C.7.1.2 infers that physicians/specialists are key personnel. It is our assumption that they are not considered key personnel. Is this assumption correct? If not, please clarify.

The following personnel are considered key personnel by the Government: Director of the Performance

Management Center, Deputy Director of the

Performance Management Center and Program

32. F.2 49

It is our assumption that the Contingency Plan is to be submitted after award and not with the proposal. Is this assumption correct? If not, please clarify.

The Contingency Plan must be submitted after award and not with the proposal.

33. I.1 61 FAR 52.204-2 Security Requirements relates to

Confidential information and associated Department of

Defense requirements and as such is not applicable to this contract, please delete the clause. If not deleted, please clarify applicability.

FAR Clause 52.204-2 is hereby removed.

34. I.1 61 Since this is a commercial item contract please delete

52.215-2, as provided in FAR 15.209(b)(1)(iii). Please also note that no certified cost or pricing data is required here. If not deleted, please clarify applicability.

FAR Clause 52.215-2 is hereby removed.

35. I.1 62 Since the RFP identifies a single method for invoices in accordance with OWCP Medical Bill Processing System

Procedures please delete 52.232-37. If not deleted, FAR Clause 52.232-37 is hereby removed.

RFP

Page

Number

RFP Section

Reference

Number Question DOL Answer please clarify applicability.

36. I.2(c).2 66 Please delete FAR 52.222-41, Service Contract Labor

Standards. This is a contract to be performed overwhelmingly by physicians, who are not “service employees.” In addition, Wage Determination(s) are not provided with the RFP.

The Government understands that due to the nature of the services provided the majority of the services are performed by physicians or others who are “exempt” under the Clause 52.222-41.

The incorporation of FAR Clause 52.222-41 will remain for an offeror and/or company and their subcontractor(s) who proposes “non-exempt” positions that are required to comply with the clause. The inclusion of clauses

52.222-41 will remain unchanged.

37. Section

M Sub

Section 5 and

C

1.1.3.5.D

107 and 10 On page 107 Sub Section 5: it states all physicians must be engaged in an active medical practice- a minimums of

240 hours of direct patient care over the previous twelve

(12) months to perform second medical opinion evaluations and referee medical opinion evaluations.

Recent OWCP DFEC contracts for second medical opinions have lowered the direct patient care requirement from 240 hours to 180 hours of direct patient care over the previous twelve (12) months. Will the government consider revising the direct care requirement to 180 hours?

Yes, the Government will revise the direct care requirement to 180 hours instead of 240 hours.

38. L.3.C 101 L.3 states that the proposal shall be submitted via email only, i.e. electronic documents. L.3.C states that the physician/specialist experience and qualifications documentation may be submitted as digital copies

(three). It is our assumption that submission of a single copy of each of these files is acceptable. Is this assumption correct? If not, please clarify the submission of this documentation. Does the Government require each of these files to be submitted three times?

Electronic documents are to be submitted once. Only one copy is needed. This information is in the Solicitation and I’m trying to find it. I know they need two copies one redacted and one non-redacted.

39. L.3.D 101 Please provide information on any file attachment size Emails with attachments should not exceed 20 MB (total

RFP

Page

Number

RFP Section

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Number Question DOL Answer limitations for submission of the proposal electronically via email. For example, no larger than 5 MB.

per email). Files should not exceed 20 MB. Files may be compressed/zipped if desired.

If the contractor needs to split up a file into multiple files to prevent exceeding 20 MB, please use the same subject and state email #x of #y.

Example:

Subject: Contractor ABC Physician Addendum

(Email 1 of 5)

40. L.3.D 101 The physician/specialist addendum typically consists of several very large electronic PDF files. It is our assumption that this addendum will be split into multiple files based on the maximum DOL email attachment file size and submitted in multiple emails, in addition to the required three (3) digital copies required in Section

L.3.C. Is this assumption correct? If not, please clarify.

See answers to questions 38 and 39.

41. L.3.D 101 Please clarify which proposal volumes are also to be submitted as a redacted version. It is our assumption that

Volume I (with the exception of the physician/specialist experience and qualifications documentation) and

Volume II will be submitted in two versions, redacted and non-redacted. Is Volume III also to be submitted in two versions, redacted and non-redacted?

Volume I – Technical: Redacted and non-redacted

Volume II – Past Performance: Redacted and non-redacted

Volume III – Price: Non-Redacted