Request for Information_Table_Questions.docx

Medical Services – RFI Questions Request for Information Jan. 03, 2022 Medical Services – Sleep Studies

RFI # 36C25522Q0099

Network Contracting Office (NCO) 15, 3450 S. 4th St. Trafficway, Leavenworth, Kansas 66048, on behalf of the Robert J. Dole VAMC, Wichita, Kansas, requests information.

NCO 15 continues market research. The original RFI/Sources Sought # 36C25521Q0138, is canceled and replaced with RFI 36C25522Q0099.

Services required: On-site (within the above VA Medical Center facility) sleep study services and scoring by registered polysomnographic technicians, and on-site scoring of home sleep apnea studies from VA-owned HSAT equipment returned to the VAMC of those devices to the VA Medical Center.

Intended Period of Performance: 1 calendar year and with 4 optional year-long periods thereafter.

Prior RFI 36C25521Q0138 stated an incorrect NAICS (621999). This replacement RFI states the correct NAICS 621498 for this requirement. PSC is Q403. The SBA small business size threshold is $22.0 million (Eff. Date Aug. 08, 2019)

NCO 15 seeks information about potential sources that can perform the services, at the location above.

Due to short time constraints for this requirement, this RFI seeks vendor response regarding current capabilities to perform the services above and below, at the location not later than 01/05/2022, using the tables below.

1. Vendors who are currently listed in the Vendor Information Pages, www.vip.vetbiz.va.gov as a Service Disabled Veteran Owned Small Business (SDVOSB), or as a Veteran Owned Small Business (VOSB) are encouraged to respond to assist NCO 15 with its determination of set-aside.

a. Vendors who are not listed in VIP but are Small Businesses other than SDVOSB or VOSB are encouraged to respond to assist NCO 15 with its determination of set-aside.

i. Small Businesses that fall within categories such as 8a, HUBZone, SDVOSB/VOSB, WOSB should clearly identify the appropriate category of the vendor for NAICS 621498. DUNS and SAM unique entity ID numbers are requested in each response.

2. This request is solely for the purpose of conducting market research to enhance VA’s understanding of your company’s offered/asserted services and capabilities.

a. The Government will not pay any costs for responses submitted in response to this RFI.

b. This RFI notice provides an opportunity for respondents to submit capability and availability to provide the service requirement described.

c. Vendors are invited to submit information relative to their potential to fulfill this requirement --- in the form of a capability(ies) response that addresses the above and below requirement in this RFI.

d. NCO 15 seeks sufficient information to make determination of set-aside for this requirement.

i. A set-aside determination has not been made. Other-than-small vendors may respond with capabilities information.

3. This RFI is to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy. General Requirements:

a. Providing trained/certified Registered Polysomnograph Technicians (RPSGTs) in sufficient quantity and frequency (365 days per year) to perform:

i. On-site sleep studies, based on needs provided by VAMC to vendor for vendor scheduling of up to 2 patients per night (typical), with some (periodic) day-time sleep studies, using VA-owned equipment/supplies and facility/rooms. Services to be completed – scheduling, patient receipt/management, adjustment of study-type as required per patient needs, management of airways, study/patient monitoring, patient discharge, related documentation, study scoring and patient electronic records updating of all matters related to scoring on-site services, presentation of study completion to VAMC, and patient survey management.

ii. On-site scoring of VA-owned Home Sleep Apnea Study (HSAT) equipment as provided to vendor by the VAMC, with scoring and documentation as above.

a. Note: vendor will not be associated with supplying, shipping (send/return) HSAT equipment, or communicating with patients using HSAT. These are reserved functions of VA personnel.

b. Management and performance of patient scheduling, to include receipt of study-needs information from the VAMC, patient contact (phone/mail as suitable), scheduling studies with the patient (or caregiver(s)) to suit patient schedule preference, and rescheduling.

c. Notifying VA of scheduling barriers and providing schedule information to VA, including documenting schedule efforts and communications in patient electronic records.

d. Studies include: Contractor-performed diagnostic procedures consisting of sleep studies – full night diagnostic, full night CPAP/BiPAP, split night and home sleep apnea test studies (HSAT), multiple sleep latency tests (MSLT), and maintenance of wakefulness tests (MWT).

e. Studies will be identified by Medicare (CMS) CPT Codes as descriptive-only and not a CMS cost or price methodology:

1. 95800 – HSAT scoring – completed scoring

a. 95800-Inc for incomplete scoring with effort to score

2. 95805 – MSLT/MWT performance/scoring – completed

a. 95805-Inc for incomplete with effort to score

3. 95808 – CPAP performance/scoring – completed

a. 95808-Inc for incomplete with effort to score

4. 95810 – Full Night performance/scoring – completed

a. 95810-Inc for incomplete with effort to score

5. 95811 – Split Night performance/scoring – completed

a. 95811-Inc for incomplete with effort to score

f. Management of services/schedule-to-order-values (funding). Vendor will continually reconcile planned/scheduled studies against available order funding with periodic reports to the VA when the combination of performed and planned/scheduled studies reach dollar values equal to approximately 50%, 60% and 70% of current order (funded purchase/task order value).

Company Name

Company Address

Point of Contact

Phone Number

E-mail Address

Company is or is not SAM Registered?

Tax Identification Number (TIN)

DUNS #

SAM Unique Entity ID

Cage Code

Company Web Page

Company Location(s)

Company is or is not SAM Registered?

Company is / is not a Small Business See item 1 and Item 2.

Other Small Business Classifications: (e.g., 8(a), HUBZone, Woman-Owned, Veteran-Owned, Service-Disabled Veteran-Owned) See item 1 and Item 2.

Company is / is not Other Than a Small Business See item 1 and Item 2.

Please describe your entity’s recent relevant experience, capabilities, and expertise relevant to the requirement questions below:

1) Top 3 similar contracts/agreements for the type of work: Performing sleep studies in a hospital or similar clinical setting, staffed with RPSGTs providing the following functions: On-site sleep studies, based on needs provided by VAMC to vendor for vendor scheduling of up to 2 patients per night (typical), with some (periodic) day-time sleep studies, using VA-owned equipment/supplies and facility/rooms. Services to be completed – scheduling, patient receipt/management, adjustment of study-type as required per patient needs, management of airways, study/patient monitoring, patient discharge, related documentation, study scoring and patient electronic records updating of all matters related to scoring on-site services, presentation of study completion to VAMC, and patient survey management?

Were these within the previous 3 years? Please elaborate.

Please elaborate on turn-around time for completion of scoring an on-site sleep study performed at the customer (VA) location, using customer’s facility, room, equipment and supplies.

2) Quantity of your firm’s RPSGTs that can practice in the state of Kansas?

3) Top 3 similar contracts/agreements for the type of work: On-site scoring of customer-owned (VA-owned) Home Sleep Apnea Study (HSAT) equipment as provided to vendor by the VAMC, with scoring and documentation as above?

Were these within the previous 3 years? Please elaborate.

Please elaborate on turn-around time for completion of scoring an HSAT received for scoring.

4) Discuss your firm’s capabilities related to management and performance of patient scheduling, to include receipt of study-needs information from the VAMC, patient contact (phone/mail as suitable), scheduling studies with the patient (or caregiver(s)) to suit patient schedule preference, and rescheduling.

5) Discuss your firm’s capabilities related to performing diagnostic procedures consisting of sleep studies – full night diagnostic, full night CPAP/BiPAP, split night and home sleep apnea test studies (HSAT), multiple sleep latency tests (MSLT), and maintenance of wakefulness tests (MWT).

6) Current vetting standards of employees to include Federal Background Investigation. Discuss your firm’s capability to provide vetted RPSGTs to be submitted for background and network/computer access.

7) Discuss your firm’s capabilities related to notifying customer (VA) of scheduling barriers and providing schedule information to VA, including documenting schedule efforts and communications in patient electronic records.

8) Discuss your firm’s capabilities related to knowledge of sleep studies descriptions when using CMS codes and descriptions.

9) Discuss your firm’s capabilities related to management of services/schedule-to-order-values (funding). Vendor will continually reconcile planned/scheduled studies against available order funding with periodic reports to the VA when the combination of performed and planned/scheduled studies reach dollar values equal to approximately 50%, 60% and 70% of current order (funded purchase/task order value).

Responses to this RFI should address each element above, and within the table, and below, in terms of capabilities – e.g., recent work as an entity that provides the above RPSGTs, services, management, etc. – within 3 calendar years prior to this RFI publication date.

The preferred response format will be at least the table above and items below, or – a combination of the table and a curriculum vitae (CV) style/content document that addresses the items below (for the vendor, do not provide a CV for any individual RPSGT) – versus – poster-board/graphics style documents.

· Responses should consider similar-size requirements performed and discuss the type of customer the work was performed for, discuss quantities of services – how many on-site studies per day/week/month/year, types of studies, how the staff were scheduled – night and day/weekend and holidays, etc., how the patients were scheduled/re-scheduled, how the RPSGT’s performed patient management/monitoring, scoring and documenting and how HSAT scoring is incorporated into the performance of daily on-site (night/day) studies.

· Responses should discuss study descriptives used for services. If other than by above CPT descriptives, please elaborate.

· Responses should discuss how the vendor received orders for services from their customer/employing hospital or clinic.

· Responses should address how changes to planned study type to another study type were handled.

· Responses should discuss pricing structuring, e.g., how were services priced – Hourly? Per a specified type of planned study, e.g., Full Night, CPAP, HSAT, Split Night, etc.? How were changed (e.g. start study without CPAP but later requiring a CPAP) study types addressed in regard to pricing?

· Responses should discuss how billing would be managed, services were verified as performed, etc.

Responses must address business size/category(ies) in sections 2/3 above.

Respondent should address other information as appropriate to describe capability and past performance of this type of requirement.

Samples of your firm’s pricing structures (e.g., descriptions without dollar values), may be included.

Please respond with your business information – name, address, internet website, phone, electronic mail (e-mail) and point of contact, and information about your capabilities to perform the services shown above in a Government medical facility environment, capabilities to perform the services in Wichita, Kansas.

Point of Contact for responses:

Contracting Officer Michael Cumins 3450 S. 4th St. Trafficway Leavenworth, Kansas 66048 Phone: (913) 946-1122 E-mail: michael.cumins@va.gov