Q A_HSBP1013R0033.pdf

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Responses to Questions for Pre-employment and Employee Medical Services

HSBP1013R0033

RFP RFP Page Question I CBP Response DOCUMENT Number and

Section i

1. Will this entire solicitation I CBP anticipates one single award be a single or multiple i Contract.

. award contract?

2. Past Tab Please confirm that the The past performance survey Performance C: Current/Pas three (3) past Attachment #24 is not included in the Surveys t Performance performance surveys are "not to exceed 10 pages" count under i

I i (Attachment 24) and Qualifications not included in the 10 page count limit for the

• Tab C: Current/Past Performance i and Qualifications. However, Tab C:

i past performance section. Current/Past Performance and Qualifications are limited to the "not to exceed 10 pages" count.

RFP Reference: Current/Past Performance and Current/Past Performance Information

Qualifications under Tab C shall be submitted no later than the due date

(PPI) and Qualifications for submission of proposals which shall be voluntarily changed from December 3, 2013 at submitted within 15 days after RFP issuance, but in

1:00 p.m. EDT to December 10,2013 at 1 :00 p.m. EDT.

no event later than the date and time for submission of offers.

Offerors must include information sufficient to identify and describe their current and previous experience in industry or

3. RFP/SF 1449

Addendum to 52.212-1 Instructions to Offerors government (Federal, State, or local) in similar projects, such that the following sub-factors can be evaluated:

A. Timeliness of Performance of Required Tasks B.

Effectiveness/Accuracy of Performance of Required Tasks C. Customer Satisfaction D. Business Relations

Question: Is TAB C in Volume I, including Past Performance Contract Reference Data sheets, to be submitted with the

I proposal or is this material required in I advance of the proposal Idue date? Please clarify.

i

RFP Reference: The Yes, Offerors are limited to three past Offeror shall identify three performance references.

contracts or subcontracts performed in the last Yes, Offerors may submit past three (3) years which performance references for both required work in Prime Contractor and Sub-comparable areas (similar contractors.

in size, scope, and

Addendum to complexity) to those

52.212-1 described."4. RFPI I nstructions to SF 1449 Offerors page Question: Are Offerors limited to only three (3) past performance references? Can past performance references be submitted for both the Prime Contractor and i Sub-contractors if there is i a subcontractor?

i

The Executive Summary shall not Offerors A pg.27

5. SF 1449 Instructions to • Does the Executive exceed two pages. The Executive limit? How will it be Summary have a page

Summary will not be evaluated.

evaluated?

Resumes, Curriculum Vitae, . Offerors A pg.

6. SF 1449 Instructions to Are the Certifications, and Commitment letters

Resumes/Curriculum

. Vitae/Certifications for has changed to "not to exceed 30 Key Personnel to be pages" and is included in the page included as attachments count.

outside the page count?

No, under Tab B: Management Plan, Tab B.

7. Volume 1, Tab B total page Will the government the "notto exceed 20 pages" is

Resumes/Curri please consider excluding limit is 20 pages.

changed to "not to exceed 30 pages."

culum

At a minimum, key personnel resumes and commitment letters

Vitae/Certificati the resume + from the Tab B page onsfor Key letter of count?

Personnel and commitment =2 pages per key

Commitment personnel.

Letters Three key personnel x 2 pages = a minimum of6 pages.

No. The resumes/CVs/certification for Addendum to

It is our assumption that 8. File: SF1449 29 key personal and commitment letters

52.212-1 the req uested

"not to exceed 20 pages" has

Instructions to documentation (i.e.

changed to "not to exceed 30 pages"

Offerors, resumes/CVs and is included in the 30 page count.

Proposal

Icertifications for key personnel and

Submission, A.

commitment letters) can

Volume I, I be provided in an attachment and are not • Section 3, Tab

I B Sub factor B , - i included in the 20 page i limit for Tab B. Is this assumption correct? If not, please clarify I

21 It is our assumption that The current certification documents, Section 5.4.4.2

9. File: SOW the "current certification professional credentials and documents, current curriculum vitae are included in the professional credentials, page limit under Tab B: Management and curriculum vitae") can Plan which has changed from "not to .

be provided in an exceed 20 pages to "not to exceed 30 attachment and are not pages."

included in the page limit for the Tab. Is this assumption correct? If not, please clarify.

It is our assumption that the "current certification Yes documents and current professional credentials" are the physician's license and board certification. Is this assumption correct? If not, please clarify.

10. n/a Please clarify the Offerors are to complete Attachment

Attachment 24 instructions for #24 and submit Attachment #24 no submission of the later than the due date for submitting Attachment 24. Is the proposals which has changed from Offeror to complete their December 3,2013 at 1:00 p.m. EDT section only and submit to December 10, 2013 at 1:00 p.m.

with the proposal? Or is EDT.

the Offeror to obtain completed surveys from the references and submit these with the proposal? Or are the references to complete and submit directly to the CBP? Is the submission due date by December 3, 2013 along with the proposal or before December 3, 2013?

See attachment #24 for electronic version of this document Request a MS Word

Past Performance Survey Word to aid in the use of the document.

surveys and compliance with the format.

RFP Reference: B. Resumes, Curriculum Vitae, i 1449 I 52.212-1

Addendum to 111. RFP/ SF Certifications, and Commitment

I Resumes/Curriculum Vitae/Certifications for I Letters has changed from "not to

I

I nstructions to exceed 20 pages" to "not to exceed Commitment Letters Key Personnel and Offerors

30 pages."

Question: Are_Resumes, Curriculum Vitae, These items cannot be included as an Certifications, and appendix.

Commitment Letters part of the 20 page limit for Volume I, TAB B:

Management Plan? Can

I these items be included as an appendix?

I

12. The RFP states that flows Flows and screen shots shall be and screen shots can be identified at the end of each Tab in included in a separate Volume 1. For example, any flows appendix and are not and screen shots for Tab A:

included in the page limit. Technical Approach, shall be Can these be included in identified with a cover page titled the body of the proposal? "Appendix A." Any flows and screen If so, will they be shots for Tab B: Management Plan excluded from the page shall be identified with a cover page, count? titled "Appendix B." Any flows and screen shots for Tab C: CurrenUPast Performance and Qualifications shall be identified with a cover page, titled "Appendix C."

13. File: 30 Please clarify the It is acceptable to submit one signed SF1449 submission requirements electronic copy of the SF-1449.

Addendum to for the two originally Electronic signatures are acceptable.

52.212-1 executed copies of Instructions to SF1449 as submission of Offerors, the proposal is via e-mail.

Proposal Is submission of Submission, A. documents with electronic Volume II, signatures acceptable?

Section 1(a)

I

14. yes, 50 MB.

RFP/SF 1449

Addendum to RFP Reference: The 52.212-1 proposals shall be

Instructions to submitted bye-mail

Offerors page before Tuesday, December 3, 2013 at

1 :00 p.m. EST to Sharron.White@dhs.gov.

Offerors shall submit proposals using Microsoft Word 2003 (or higher i versions when available) I mailto:Sharron.White@dhs.gov for text submissions and Excel 2003 (or higher versions when available) for spreadsheet for submissions.

Question: Is there an electronic file size limit (e.g. <5 MB) for email attachments, such as

. Microsoft Word 2003 and i Excel 2003 files?

15. SF 1449 Instructions to "Current Past Past Performance information must Offerors A pg.29 Performance Information be submitted no later than the due

(PPI) and Qualifications date for submission of proposals shall be voluntarily which is changed from December 3, submitted within 15 days 2013 at 1:00 p.m. EDT to December after RFP issuance, but in 10,2013 at 1:00 p.m. EDT.

no event later than the date and time for submission of offers."

Can the Government please clarify when

. exactly the Past Performance Information is due?

16. SF 1449 Instructions to "For requirements that Technical literature will be limited to Offerors A pg.28 describe a mandatory 20 pages.

feature, the response may consist of a reference to the Offeror's technical literature. Any technical literature used as a reference must be furnished as an attachment to the proposal." Are there any limits to the amount of technical literature submitted? This could be a tremendous amount of information and documents.

17. SF 1449 Instructions to "The TET will examine Paragraph amended as follows:

Offerors A pg.30 the Offeror's actual performance on all past "The TET will examine the Offeror's performance actual performance on all past submissions. This review performance submissions. This will focus on: the review will focus on: the similiarity of similarity of the past the past performance, the Offeror's performance; the experience in the DHS/CBP Offeror's experience in environment and other non-DHS/CBP the DHS/CBP federal agencies; the Offeror's past

J environment. .. " This performance on projects of ! substantially the same size, scope, evaluation aQProach i

18. Solicitation

I

I

• 19. Solicitation

20. Solicitation

21.

Attachment 24

I 22.

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23. File: SF1449 Section 11.7(c) and Section 11.4

Pg 30, Part B, Section 1

I Pg 3D, Part B

Pg 30, Part B

Past Performance Survey

7 and 10 implies you must be a current or past DHS/CBP contractor in order to score well on past performance. Please consider revising to broaden this definition to

I include other federal employment screening experience.

The solicitation states that two originally executed copies of Standard Form 1449 are required as part of Volume II. Since the proposals are required to be electronically delivered, is it acceptable to imbed one signed electronic copy of SF 1449 into the proposal word document?

Is there a page limit for each tab within Volume

II?

Must the pricing spreadsheets be submitted as an Excel workbook or may the spreadsheets be imbedded into the Volume" word file?

Is the Past Performance Survey included in the 1 0 page limit for TAB C?

The survey forms are 4 pages long and with 3 forms that will equal 12 pages.

Would CBP be amendable to changing the three (3) month "start up" period to six (6) months?

Section ".7 of the RFP adds the Service Contract Act clause to the contract and requires it as a flow down to subcontractors.

Offeror requests removal of the Service Contract complexity; the Offeror's performance measures/metrics applied to previous programs; the actual performance results achieved against the performance measures; achieved customer satisfaction and the offeror's performance relevant to business relations.

Yes

I

I INo

The pricing spreadsheet must be submitted as an Excel workbook as provided in attachment #22 of the

RFP.

No, the Past Performance Survey is not included in the 1 0 page limit for TabC.

I No - the mission necessitates a 3 month start up. There cannot be a gap in services as hiring needs and employee requirements can be daily.

There is often no gap in the need for services.

Clauses will not be deleted.

IAct and related clauses.

I i This is a contract to be I performed overwhelmingly by physicians, who are not "service employees."

Since the Act requires the payment of minimum compensation for work performed under the contract, and recordkeeping to prove that such compensation was paid, the compliance burden for the average medical practice would be burdensome. The flow down of the Act will make it very difficult to obtain medical practices as subcontractors.

The physicians themselves are exempt from the Act as "professionals." 29 C.F.R § 541.304 (a) & (b).

Moreover, some nurses and physician assistants are also exempt. 29 C.F.R. § 541.301(e).

Other nurses and medical technicians are apparently covered, and will have to be paid the minimum compensation in the wage determination applicable to their locality.

These individuals may work for the prime and/or a subcontractor. In addition, other individuals performing duties on the contract may be exempt as "administrative" workers.

Please delete:

11.7(c) FAR 52.222-41, 52.22242, 52.22243 1I.7(e)(viii) FAR 52.22241 as flow down to subcontractors 11.14 FAR

! 52.22249

24. File: SF1449 8 FAR 52.222-17, FAR clause 52.222-17 is deleted.

Section 11.7(e).1(iii) i Nondisplacement of JQualified Workers is identified as a flow down requirement for subcontractors in Section 11.7(e).10ii). This clause is not identified as a requirement for the prime per Section 1I.7(c).

Request clarification and further information on the requirement, such as a list of impacted incumbent employees and their position and location and when this process is to occur.

Also request removal of this clause as a flow down as it makes it very difficult to obtain medical practices as subcontractors.

25. SF1449

Section II. 14

10 Section 11.14 adds the FAR 52.222-49 clause to the contract and states that the location of

The place of performance locations are listed in the Statement of Work.

For Wage Determinations, please visit the Department of Labor website at performance is unknown http://www.dol.gov. There are no until the contract is limitations to request wage awarded. To manage the determinations.

risks of having an unknown wage determination apply to the contract after award (at no increase in price, as the clause wams) the clause enables offerors to have the Contracting Officer ask for additional wage determinations.

Please identify the locations where wage determinations have been requested and provide them. Expectation is that the CBP employee duty locations identified in Attachment 14 are known work locations.

Please clarify any time limitations to requests for wage determinations.

26. 1 The map provided is Another version of this map is not Attachment 14 illegible. Will the available. Please see the attached government please volume of employees by state.

provide an improved Vendors may visit the U.S. Customs version of the map? and Border Protection website at http://www.cbp.gov to find CBP Field Offices and Port of Entries addresses, http:http://www.dol.gov telephone numbers. and hours of operation. I

I

27.

Attachment 22

Item number 00001 A. pre employment

The quantity is 3084.

The quantity of pre employment medical

Medical examinations and drug tests are not one to one ratio some positions require drug tests and some drug test. exams is 15078. Can Government confirm that do not. Some require medical examinations. and some do not.

not all applicants receive Similarly. the validity period of medical ! pre-employment drug examinations and drug tests may vary

I testing? so the offeror should not assume that every medical examination will also have a drug test and vice versa.

28. Item number Attachment 2 indicates "a Correct; however, Attachment 2 Attachment 22 00001 F, Chest

X-ray single view chest x-ray is included as part of should not have the page 13 included

- that is the outdated attachment - TB applicant exam, if appropriate per TB form page 13". Item F of attachment 22 provides and Chest X-ray was removed from the requirement and updated.

for a price for the Single view chest x-ray. Can Government confirm that we would use Item F to invoice the chest x-ray if required as part of the

29.

Attachment 22

Item number 00002 A 1, B 1 , B2 cwplicant exam?

No-show and cancellation fees are provided for some, but not all exams.

Historically those are the exam types that have required no show fees.

Can Government explain why no-show and cancellation fees do not

30.

Attachment 22

Item number 00002 A1. B1.

apply to all exam types?

Can Government provide historical data relative to

This information is not readily available.

B2 no-show or cancellations for the candidate pool of exams?

31.

Attachment 22

Item number 00004 Z Additional

Can Government provide clarity and additional information as to what is

The requirements in the SOW as listed in the pricing schedule attachment.

I I Testing for IME . per Medicare being requested to price? !

Cost Schedule 32.

Attachment 22

33. SOW

Item number 00004 Z Additional Testing for IME per Medicare Cost Schedule

p. 20. 5.4.2.5

Can the offeror present a price for this item as a percent of Medicare rates?

IThere is no section 2.1.1.

Yes

Revised SOW to state 5.4.1.

I I

I

What is the correct Isection number for

Candidate I

Requirements?

34. SOW Section 5.1.1.4

Section 5.1.1.4 of the SOW (p.7) stipulates that all audio technicians must be CAOHC certified and all testing booths must meet ANSI S3.1

No - In remote locations, applicants will have to travel to a testing facility that meets the designated requirements.

standards. Would CBP accept alternatives for remote locations with limited subcontracting options? Would an audiometer with a microprocessor be an

I acceptable alternative to a CAOHC certified audio

I ! technician?

35. SOW Sections

5.1.3.2.2.4 5.1.3.2.2.7 pages 9-10

Sections 5.1.3.2.2.4

5.1.3.2.2.7 of the SOW

(p. 9 - 10) list various lab components required for Employee Medical Examination. Please

Correct, they are not included in the pre-employmenUcandidate medical examinations.

confirm that these components do not apply to Candidate Medical i

Examinations.

36. SOW Sections

5.1.3.2.2.4 5.1.3.2.2.7 pages 9-10

Sections 5.1.3.2.2.4

5.1.3.2.2.7 of the SOW

(p. 9 - 10) list various lab components required for Employee Medical Examination. Is it the

The contractor is responsible to obtain laboratory services for any lab test.

responsibility of the contractor to provide a suitable laboratory for these components, or will CBP contracted

37. SOW Section laboratory be provided?

Section 5.1.4.1.3 of the The medical examination itself

38. SOW

5.1.4.1.3 page

Section

5.1.4.2.3 page

SOW (p.1 0) describes reporting requirements for forwarding paperwork to the COR. What specific paperwork needs to be forwarded to CBP other than the rating sheet?

5.1.4.2.3 of the SOW (p.11) states "the original written recommendation

(questionnaire and examining physiCian's notes and comments) and any other paperwork provided at the time of the examination by the candidate (e.g. prescriptions, disability

• ratings, etc.)

The language in this section is amended as follows: The contractor shall forward the medical examination

... along with the documentation of the evaluations that MHC

. provided to the contractor I at the time of the itself (questionnaire and examining phYSician's notes and comments) and any other paperwork provided at the time of the examination by the candidate (e.g. prescriptions, disability consultation request." Is the MHC provided documentation just the authorization and medical history, or should the contractor forward al/ results from each examination?

ratings, etc.), as well as the medical review officer's rating for the pre employment medical examination.

With regard to pre-employment consultation requests, the contractor shall provide the written recommendation electronically. No hard copies are necessary and other

. documentation not required to send to

! CBP.

Continuation below:

39. SOW Sections 5.2.2.3 and 5.2.2.4

Sections 5.2.2.3 and

5.2.2.4 of the SOW (p.13) discuss COL examinations. Generally COL certifications come

The examining MO should make the determination as to employee medical eligibility for a COL license.

directly from the examining physician, since COL medical cards are issued at the time of the exam directly to the examinee. Please clarify if the contractor reviewing physician should make the determination or sim ply check for exam completeness and report results to CBP.

40. SOW Section 5.5.1.3

5.5.1.3 of the SOW (p.

21) states that the monthly statistical report on drug test collections should include "costs incurred." Please detail

This includes the price for each collection, not the vendor's costs. The intent is for CBP to see the breakdown of Minneapolis Hiring Center expenses, not the vendor's.

what costs should be included (i.e. cost of shipping collection supplies, overhead for time spent making appointments, etc).

41. SOW Section Section 5.5.2.7.1 of the No 5.5.2.7.1

SOW (p.25) indicates the requirement for Follow- Up drug screens.

Generally, Follow-Up drug screens are observed for those who are enrolled in a

I rehabilitation program.

Will observed drug

Iscreens be a required component?

42. SOW

43. SOW

I

44. SOW

Section 5.5.5.2

Section

5.7.1.5.2.1 page

Section

5.7.1.5.5 page

Section 5.5.5.2 of the SOW (p.28) makes mention of "CBP's contracted drug testing laboratory (DTL)" with regards to drug testing.

Has CBP already established a DTL for this contract? If so, please identify which laboratory as it may determine which facilities are utilized for collections.

Section 5.7.1.5.2.1 of the SOW (p.35) States that the "IT Security Plan ...

shall be consistent with and further detail the approach contained in the offeror's proposaL" Please indicate if an approach to establishing an IT Security Plan is required as part of this solicitation.

Section 5.7.1.5.5 of the SOW (p. 35) states that proof of IT Security Accreditation must be submitted to the DHS CO within 6 months of contract award. However, it does not state who the Designated Accrediting Authority (DAA) would be

There is currently a DTL for this contract. The DTL for the contract is Quest Diagnostics, Inc. This drug testing laboratory may change over the life of the contract and the successful offeror will need to adjust as needed to ensure successful completion of this contract's requirements.

A security plan will not be required during the base year; however the government reserves the right to address security plans and associated security authorizations within the option years.

If the security accreditation is performed by CBP, CBP will be the DAA. If the security accreditation is performed by independent assessment on behalf of the contractor, CBP will review the recommendation; and provide acceptance within CBP's processes and CBP will be the DAA.

A security accreditation will not be required during the base year;

however the government reserves the right to address security authorizations within the option years.

45. SOW Section 5.7.3.1

Section 5.7.3.1 of the SOW (p.37) is ambiguous since it implies that Security Authorization (SA)is not required for this contract. Please clarify whether or not SA will be a requirement upon award? If so, would SA be required between the award and the anticipated start date of the contract?

While a security authorization will not be required during the base year, the Contractor will be required to complete a Risk Assessment and a Health Insurance Portability and Accountability Act (HIPAA) Assessment; however the government reserves the right to address security authorizations within the option years if required.

The Risk Assessment with be completed using the National Institute

I of Technology (NIST) Special

Publication (SP) 800-30, Guide for Conducting Risk Assessments at http://csrc.nist.gov/publications.

Upon award, the contractor will be provided with the DHS Risk Assessment Template. This template will be completed using the 800-30 guidance and a HIPAA Questionnaire.

The HIPAA Questionnaire along with the Risk Assessment must be

I completed within 3 months of contractI award.

46. SOW

47.

Attachment #14

Section 8.3.1

Section 8.3.1 of the SOW Travel completed by the vendor at the (p.50) states that the request of CBP (e.g. field studies, in "Contractor is responsible person meetings, etc.) should be to pay for all travel billed to CBP if travel expenses were completed for first approved by the CO. If the performance of this vendor chooses to perform site visits, contract except in the in-person meetings, field studies, etc.

cases of expert testimony not at the request of CBP, then the with proper pre-approval vendor is responsible to pay for all and documentation." associated travel. Any travel taken Attachment #22 line item upon the vendor for purposes of I show s "Travel quality control or other business need (i.e.meetings)" with an is at the expense of the vendor unless estimated quantity of 8 in specifically requested by CBP.

the base year and 10 in each option year. Please clarify if travel expenses should be billed to CBP for any reason other than expert testimony.

Attachment #14 contains Vendors may visit the U.S. Customs a map that details various and Border Protection website at CBP facilities. However, http://www.cbp.gov to find CBP Field according to Offices and Port of Entries addresses, www.cbp.gov/xp/cgov/too telephone numbers, and hours of Ibox/contacts/cmcs, operation.

"There are 20 Field Operations in the United States that provide centralized management oversight and operational assistance to 327 U.S.

ports of entry and 15 preclearance offices."

Please provide the addresses for all CBP locations where services related to this contract are necessary. Also, 1please indicate which locations are 24 hour I operations.

48. i Can you please tell me I See Statement of Work Section 8:

the places of work for the Place of Performance

49. 18 File: SF1449 Section 11.33.A.3

50. 19 File: SF1449 Section 11.33.B.3 and 11.33.B.6

51. 17

SF 1449

Section 11.30 i above contract?

Please provide a copy of the DHS Management Directive (MD) 4300.1, . Information Technology Systems Security Program.

The RFP states that contractor employees must have favorably adjudicated background investigation (BI) or single scope background investigation (SSBI) before commencing work on this contract and that the estimated completion of a BI or SSBI is approximately 60 to 90 days from the date of receipt of properly completed forms by the CBP security office. The SOW identifies a 90 day transition period. Please clarify how the offeror can start work in the transition period based on the time required to complete the BI or SSB!. Request that contractor employees be able to start work on the contract upon submission of Bi or SSBI forms.

The Ordering Procedures contained in this RFP Section outline a formal Task Order and written proposals from the contractor within 1 0 working days. Several requirements in the Statement of Work (SOW) require essentially immediate contractor action upon receipt of an order through a daily electronic interface.

Request removal of the Ordering Procedures, else please i reconcile/clarify the I requirements in the two

See attachment # 28 i

A limited background investigation (BI) must be granted to an individual prior to any consideration for granting any exceptions to any requirements related to Bls. Any considerations will be on an individual case-by-case basis.

This clause also states, "unless a different period is specified .... " Services are ordered many times on the same task order and there is an immediate turnaround as noted in the Statement of Work.

52. 20 File: SF1449

• Section 11.33.E

53. 22 File: SF1449 Section II. 36 documents.

Please provide a copy of the non-disclosure agreement, DHS Form 11000-6.

Section 11.36 outlines pre-screening requirements for contractors and is identified as a flow down to subcontractors.

Please clarify if this applies to individuals performing the clinical/medical activities such as the medical examinations and laboratory tests.

Also request removal of this clause as a flow down as it makes it very difficult to obtain medical practices as

Please see the attached form. This form may change over the life of the contract and the vendor is expected to use the most recent version to comply with security r~uirements.

Yes, this clause applies to individuals performing the clinical/medical activities.

This clause remains in the solicitation.

54. 4 File: SOW Section 4.1.2

55. 5 File: SOW Section 4.1.5 subcontractors.

It is our assumption that the acceptable methods to provide notification to the COR includes e-mail, phone and web portal status. Is this assumption

. correct? If not, please clarify.

The SOW states "the Contractor shall send the candidate an email providing the scheduled appointment information, facility location, and any items the candidate is required to complete and bring to the aPPointment". Providing detailed information could be raised as a HIPAA violation if received by another party who has not been validated as the actual examinee. Please explain acceptable alternatives to providing this information, such as routing the examinee via a general email to a secure website to gain the details of the

. appointment.

The acceptable notification is via web portal/web services. The volume is much too high for email or phone - do not use those. For any issues assigning a facility beyond the requirements stated in 4.1.2, the COR

, should be notified by email.

CBP is open to alternative methods of accomplishing 4.1.5. All candidates are required to have a valid email address on file, which is provided to the vendor when services are ordered. The offeror's should document the proposed alternatives in their proposal.

I I

56. Please clarify the Yes - at the time and place of the

File: SOW requirement and appointment. Identity must be

Section 4.2.3 confirmed with valid, government-verify the identity of acceptable methods to issued, photo 10 (such as a driver's candidates using valid license, passport, identification card, government-issues photo military 10, etc.) at the time of the identification prior to appointment PRIOR to starting any of commencing the the services. The main intent is to appOintment. Is this ensure that the correct person is process to occur at the

I completing the medical examination or drug testing services. time and place of theI

I appointment?

57. 7 We had removed the No Show fees

The SOW provides for a no show fee for for pre-employment because we have

Section 5.1.2 Employee Medical not had any no shows within the last and 5.1.1.10 Examination and does fiscal year because we are able to not provide for one for cancel exams 48 hours or more prior Candidate Medical to appointment. Offerors should Examinations. As it is include any costs for Pre-employment feasible that candidates No Shows as a part of their unit cost.

no show for appointments In FY13 we had zero no show fees it is requested that a due to ability to cancel prior to the candidate no show fee is appOintment.

added to the price I schedule (Attachment 22). I

I

58. 7 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.1.2.1.2 current vendor. What percent of the requests are they able to achieve the five business day target?

59. 8 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.1.2.1.5 current vendor. What percent of the requests are they able to achieve the ten business day target?

60. 8 This table identifies a Various factors impact the differences File: SOW large difference between between ordered and completed to

Section 5.1.2.3 the medical exams include but not be limited to: declining requested versus exams to schedule, unable to contact completed, and ends with candidate, changes in the candidate's FY10 data. application status, cancellation from What was the main CBP, no shows, etc.

reason(s) for this large CongreSSional Mandate fulfilled in difference? FY09. The volume changes from year In addition, there was a to year and sometimes from month to very large drop from month. It is entirely dependent on FY09 to FY10, was there Federal Funding and direction from a main reason for this Congress and the President on drop? staffing levels.

And are drops like this See in the updated table provided in experienced during FY11 the attached. L http:5.1.1.10 i

I • FY13? We have no way to know this - see response to question #2 above. II i I And would this variation be expected during the I I

: duration of this contract

61. 9 Please provide Pre- See attachment #26 File: SOW employment medical Section 5.1.2.3 exam requests and

I completed - historical I i trends for FY11 and

FY12.

62. 9 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

current vendor. What Section 5.1.3.1.1 percent of the requests i are they able to achieve I the two business day i target?

63. 9 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.1.3.1.2 current vendor. What percent of the requests are they able to achieve the fifteen business day target?

64. 10 Please provide employee FY12 was 145 General Exams and File: SOW medical exam requests 1321MEs.

Section 5.1.3.3.1 and completed FY13 was 185 General Exams and historical trends for FY12. 1631MEs.

65. 11 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided. This is a Section 5.1.4.2.1 current vendor. What new item and we have no data.

percent of the requests are they able to achieve the seventeen business d~ta!:get?

66. 11 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.1.4.3.2 current vendor. What percent of the requests are they able to achieve the seven business day target?

67. 12 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.2.1.2 current vendor. What percent of the requests are they able to achieve

I the two and 15 business

! day targets, respectively?

68. 12 Please provide historical Incumbent information is proprietary File: SOW timeliness performance of and will not be provided.

Section 5.2.2.2 current vendor. What percent of the requests are they able to achieve

Ithe two, five and one I business day targets, respectively?

69. 13 Please provide historical Incumbent information is proprietary

File: SOW timeliness performance of and will not be provided.

Section 5.2.3.1 current vendor. What percent of the requests are they able to achieve the seven business day I i target?

70. 13 Please provide historical Incumbent information is proprietary

File: SOW timeliness performance of and will not be provided.

Section 5.2.3.2 current vendor. What percent of the requests are they able to achieve II

I the fifteen business day target? I

71. 14 Please provide historical Incumbent information is proprietary

File: SOW timeliness performance of and will not be provided.

Section 5.3.1.3 current vendor. What percent of the requests are they able to achieve the eleven business day target?

72. 17 Please provide historical Incumbent information is proprietary

File: SOW timeliness performance of and will not be provided.

Section current vendor. What

5.3.3.2.2.6 percent of the requests are they able to achieve the eleven business day target?

73. 21 Please provide historical Incumbent information is proprietary

File: SOW timeliness performance of and will not be provided.

Section 5.4.3.1 current vendor. What percent of the requests are they able to achieve the eleven business day target?

74. 21 As this requirement is a No. 10.1.2 Key Personnel also.

File: SOW subset of the psychiatric

Section 5.4.4.2 specialist qualifications, please confirm that the submission of professional credentials and curriculum vitae at the time of proposal only applies to this specialty.

75. 22 See attached #26

Please provide Pre employment drug test

Section 5.5.2.1.2 requests and completed-historical trends for FY11

: and FY12. i

76. Please provide Pre- See attached #26 I

I File: SOW employment onsite drug

Section 5.5.2.2.4 test historical trends for I i

FY11 and FY12. .

77. 32 It is our assumption that SOW 5.6.5.

File: SOW support of Field Studies is

Section 5.6.5 restricted to the Program

Manager and Lead Reviewing Physician positions. Is this assumption correct? If not. please identify the

I other positions and reimbursement method.

78. 39 Sections 1 and 2 state IF Because the government has not

File: SOW system owner requires a selected a vendor. the government

Section 5.7.3.7.5 does not know what hardware will be

DR solution, yet it does robust. moderate and low provided; and without knowing what is not specify which option being presented a required solution is required of the cannot be identified. All options have contract. Please specify been provided, based on the the required DR solution. hardware solution you possess, select from one of the options provided in I Sections 5.7.3.7.5.1 through

5.7.3.7.5.3

79. 43 Please clarify the These are separate from a security

File: SOW reqUirements in Section authorization and would apply from

Section 5.7.3.9.3

5.7.3.9.3 and Section the start of performance and 5.7.3.9.4

5.7.3.9.4. It is unclear

from the organization of these sections whether they are part of the Security Authorization that is not now required (such as in 5.7.3.9.1 and 5.7.3.9.2) or if they are separate requirements that apply to contractor from the start of performance. I

80. 46 Please specify the The requirements are outlined in

File: SOW percentage of uptime these sections of the SOW. Other

Section 6.2.1.2.6 required. details for proposed details should be included and 6.2.2.5 scheduling maintenance in the offeror's proposal.

down time, and details for unplanned down time.

81. Please clarify the Drug testing kits are Government requirements for Furnished Equipment. Within Section

Section 7.4 provision of drug testing 5.5 are sections 5.5.5.1 and 5.5.5.2 kit supplies. This section which state that the Contractor is states drug testing kit required to keep adequate supply on supplies provided as GFE hand but that CBP will provide the which is different than the supplies to the Contractor.

I content in Section 5.5.

Transition in costs should be included

File: SOW Irequirements and

82. 51 I The SOW outlines in G&A costs of the price proposal.

Section 9.2 I activities to be supported Transition in will not be a separate I

83. 53 File: Sow

Section

10.1.3.1.1

84. n/a Attachment 14

85. n/a Attachment 22 by the Contractor during the 3 month transition period. Respectively request a CUN for the Transition Period be added to the price schedule (Attachment 22).

The RFP states that board eligible examining physicians shall hold a certificate of eligibility.

Currently. the American Board of Medical Specialties (ABMS) and the American Osteopathic Association (AOA) do not issue certificates. It is our assumption that physicians who meet board eligibility requirements (vs. have a board eligible certificate) are acceptable. Is this assumption correct? If not, please clarify.

The content of Attachment 14 is not fully legible. Please provide a listing of the locations in the Attachment including city. state and ZIP code, i.e. specimen collection locations, duty locations.

CUN 0004 Z: Additional testing for IME per Medicare cost schedule.

Estimated quantity of 20.

However, there is no description of the type of test. Please explain how to provide pricing.

Suggest that the quantity be deleted and pricing be provided based on a

I percentage of Medicare Fee schedule.

CUN.

Certification in occupational medicine is preferred for examining physicians;

however. it is not required. Proposals may include estimated percentage of examining physicians holding various types of certification.

Another version of this map is not available. Please see the attached volume of employees by state. In addition, Vendors may visit the U.S.

Customs and Border Protection website at http://www.cbp.gov to find CBP Field Offices and Port of Entries addresses, telephone numbers, and hours of operation.

If an offeror can meet the stated distance requirements throughout the I geographic regions specified in the

SOW, all locations shown on the map i would be covered.

1) Examples of the type of tests that may be ordered are: Functional Capacity Evaluations and Maximum Effort Exercise Stress Test

2)100%

4.1.2 , Reference: If the There is no historical data available to I861 .

. SOW page 4 of 59 Contractor is unable to I provide. J http:http://www.cbp.gov schedule an appointment within the required timelines because a facility is not available within a 60 (sixty) highway-mile commuting radius, the Contractor must notify the COR within one (1) business day of the initial request for services from CSP.

The Contractor shall then be provided one (1) additional business day to locate an acceptable facility. However, if unable to locate an acceptable facility, the Contractor shall make arrangements to travel to a collection site mutually agreed upon by the COR and the Contractor in order to perform the services timely in accordance with this

SOW.

Question:

1.WiII DHS-CSP provide historical data on the frequency of occurrence when a Contractor was required to travel to location to perform a medical examination or drug collection for a candidate or employee because the Contractor could not locate a facility for testing within the sixty mile requirement?

2.ln these instances, is the Contractor's travel expense reimbursable by

CSP?

3.lf the candidate or employee travel to an existing Contractor location outside of the sixty mite requirement, is the candidate or employee travel reimbursement the

No. The Contractor is responsible for providing facilities that meet the requirements in the SOW.

3) The Contractor.

I responsibility of theI

87. 4.2.14 SOW page 6 of 59

4.2.15

Contractor or CBP?

Reference: When CBP Standard Operating Procedures change, the Contractor shall adjust processes as needed.

CBP shall make a good faith effort to keep the Contractor informed of any anticipated changes.

Question: If there is a financial impact, schedule or process impact, will the Government consider putting a review process in place to manage any subsequent change orders?

Reference: The Contractor is responsible to pay all postage and fees relating to reqUirements in this SOW unless otherwise stated.

This is in reference to minor changes.

Changes with a financial or major business process impact will be completed with a tormal modification to the contract.

1. No - CBP provides waybills in the drug testing supplies for shipping the specimen after collection to the DTL.

The Contractor is responsible for shipment cost of supplies to collection facilities prior to collections.

88. SOW

For example, the Contractor shall pay all postage and fees relating to information submitted to the CO and COR including: forms, reports, medical examinations and recommendations, etc. The Contractor shall also pay postage for shipping to collectors and facilities items necessary to perform drug tests, etc.

Question:

1. Will the Contractor, not the DTL, bear the expense for shipping CCF and drug testing supplies to provider/collector locations, as well as the expense for shipping collected specimens to the OTL?

2. Would the government consider providing a pro~ Dollar value for

2. No - this is the responsibility of the contractor to propose appropriate pricing.

J

89. 5.1.1.1 SOW page 6 of 59

90.

SOW

5.1.1.10

91. SOW

5.1.4.1.3

I postage and shipel!'!9?

Reference: The contractor shall provide the COR with the cost of both the physical evaluation and the specific costs of any specialized test that have been agreed upon. Test costs not listed in the contract shall be priced according to the Medicare cost schedule of services.

Question: Will DHS-CBP provide historic data or an estimation of the number of cases that fit in the Medicare category.

Reference: The Contractor shall be paid a no show fee for an Employee Medical Examination cancellation if the Contractor is provided notice by the COR less than forty-eight

(48) hours prior to the scheduled appointment.

The Contractor shall notify the COR the same day when an employee does not attend the scheduled Employee Medical Examination appointment and the Contractor shall be paid the "no show" fee.

Question: Will DHS-CBP provide historical data on the rate of "no-shows"?

Reference: The Contractor shall review all medical examination records and ensure their completeness before forwarding paperwork to the COR.

Question: Does DHS CBP require all paperwork, including the

. medical exams, be sent I to COR in paper format?

This information is not available.

We estimate that less than five percent of examination appointments result in "no shows".

Pre-employment and employee medical examinations and CCFs shall be sent to the COR via electronic means.

92. Reference: Employee SOW Medical Hardship

Reassignments are classified according to complexity, based on the volume of medical documentation to be reviewed by the contractor. Review requests with fifteen (15)

5.3.3.2.1 single-sided pages or less are considered Type I. Review requests with sixteen (16) single-sided pages or more are considered Type II.

Question: Will DHS-CBP provide historical data on the number of Type I and Type II review requests submitted?

93. 5.5.1 .2 Reference: The SOW page 21 of 59 Contractor shall, upon notification from the COR, collect urine specimens from candidates and employees. Collections occur at many locations;

for candidates, collections shall be nationwide, for employees, the collection shall be at or near the workplace (Attachment #14 and section 5.5.4 Collection Site).

Question: Will DHS-CBP provide

1) a comprehensive list in Excel format of workplace locations (including physical addresses), and

2) a comprehensive list in Excel format of currently utilized clinical/collector locations (including physical addresses)?

94. 5.5.3.2.2 Reference: The SOW page 27 of 59 Contractor shall be responsible for scheduling and providing

We estimate that Medical Hardship Reassignment cases and Compassionate Transfer cases would fall into the following categories: Type I: 80%, Type II: 20%.

1) Another version of this map is not available. Please see the attached volume of employees by state. .

Vendors may visit the U.S. Customs and Border Protection website at http://www.cbp.gov to find CBP Field Offices and Port of Entries addresses, telephone numbers, and hours of operation.

If an offeror can meet the stated distance requirements throughout the geographic regions specified in the SOW, all locations shown on the map would be covered.

2) No - this is proprietary information.

The approximate number of random on-site testing locations requiring collector team deployment each month is Six.

collectors for random drug testing within ten

I I http:http://www.cbp.gov

(10) business days of being requested by the COR. Testing may occur anytime within a 24-hour period. day or night. The majority of collections shall be obtained between the hours of 6:00 a.m. and 7:00 p.m.

local time. However, collections can be made anytime in locations where operations occur on a 24-hour basis.

Generally, random drug testing shall be performed at a Government work site. The Contractor shall provide the COR with a written confirmation report of the scheduled collectors and respective contact information within five (5) business days of being requested by the COR. The Contractor shall be expected upon request, to provide a collection team consisting of two (2) male and two

(2) female collectors.

Depending on the number of employees to be tested, the Contractor may be asked to provide up to four collectors (two male and two female).

CBP shall notify employees of their scheduled tests and the COR shall provide the name of the site coordinator to the Contractor.

Question: Will DHS-CBP provide relevant historical data regarding the number of random on-site testing locations requiring collector team deployment each month?

95. 9.2.2 -9.2.2.8 Reference: At the time of Yes SOW page 51 of 59 award, the contractor

Jshall begin working on Yes Yes

I the transition process with CBP so that at the time of performance on the contract begins, the transition is seamless.

Question: We understand that our system will need to feed data into the HRBE system to generate on-going reports. We anticipate there may be a period of testing to integrate our system with the CBP HRBE system.

1. Should this time and the associated costs for integrating systems be accounted for in our price proposal?

2. Should this integration be accomplished during the 90-day transition period?

3. Will the government provide test cases to support the test and evaluation process? !

96. nfa CUN 0004, Additional Attachment 22 Tests: In order to provide consistency in the basis for these prices and clearly communicate the required test. please

! provide CPT Code for each of the tests.

The requirements in the SOW as listed in the pricing schedule attachment.

97. Can you tell me what Offerors must be capable of location you are looking completing thousands of pre-to do the pre-employment employment medical examinations physicals for solicitation # throughout the geographic region as HSBP1013R0033? We noted in the Statement of Work and have 2 occupational within the distance requirements health clinics in the notes in the Statement of Work.

Baltimore area and was wondering if these would work.

98. I am currently reviewing The attachment 14 map is showing Solicitation Number: locations to be serviced for employee HSBP1 013R0033 for the random drug testing. It is not all Pre-Employment and inclusive to the locations needed for Employee Medical . pre-employment testing as noted in Services for the Customs JSOW 2.1 with the distance and Border Protection. In r~uirements noted in SOW I my review, I have noticed 2.4. Vendors must be capable of that Attachment 14 is a completing employee drug testing PDF of a map showing services throughout the country locations to be served in (especially near the Nation's borders, the Statement of major seaports, and international Work. Would it be airports). Random testing possible to get the (approximately 6,000 per year) is locations indicated on the currently stratified according to map listed by address or workforce population. The Southwest zip code?