answers_to_vendor_questions06-16-09 lkc.doc

FBI Pre-Employment and Fitness-for-Duty Physical Examinations Questions for Solicitation #:RFP215156

1) The RFP implies that the Government is evaluating clinics that are locally owned within each location. Will the Government favorably consider a national provider network solution that establishes consistent standards of performance and quality for all geographic locations from the corporate headquarter that provides centralized management and quality assurance functions? This approach would offer a sub-contracted preferred provider network in all designated locations with a dedicated program manager and a single standard for scheduling appointments, call center support, electronic medical record management, physician training and credentialing, quality assurance, and continuous customer satisfaction assessments.

If yes, can the Government revise sections L.2.2./M.5. and quality assurance documents?

Answer: The solicitation allows any offeror to submit an offer for one location, all locations or a combination of locations. The requirements for staff and physicians remain the same for each location proposed. Reference C.18 Vendor Location; C.26.0 Vendor Personnel Qualifications and L.5.0 Pricing Matrix requirements include a pricing matrix for each location.

2) Can the offerors select highly qualified physicians within their clinics for expert testimony based on their general or specialized medical knowledge, or must each physician within their clinics agree to provide expert testimony related to a specific clinic visit or service?

Answer: For purposes of this solicitation, at least one of the physicians who is providing services at a particular location and who received a full background investigation needs to be available to provide expert testimony based on the physician's credentials, experience, and services provided to the FBI.

3) Can the Government provide an estimated amount of time involved for physicians who would provide expert testimony?

Answer: No. Historically, this service has rarely been used. However, this is in no way indicative of future use.

4) Are the weekly on-site events scheduled in the New York FBI location fully equipped for all services required by the RFP, or do offerors need to deploy certain equipment and supplies to these locations?

Answer: The solicitation is modified to remove the Option of Performing Service at New York location only from the statement of work. Section C.25.0 is deleted.

5) Remote on-site events that are not fully furnished with medical equipment, supplies and administrative support are often not cost-effective for a small number of scheduled patients (ten or less). Would the Government consider alternative options for scheduling these on-site events that still meet the requirements of completing 40 exams per month?

Answer: See answer to question #4 above.

6) Is there an incumbent(s) on this contract? If so, who are they?

Answer: To get incumbent information, submit a Freedom of Information Request to your local FBI field office.

7) Does the FBI have private physicians currently performing this work for the incumbent who have completed the required security check requirements (e.g., SF-85P/SF86, or FD-258) as detailed in H.12.0? If so, what is the success rate in having these contracted physicians complete these security check requirements?

Answer: FBI currently has over 100 agreements with vendors across the country, all of whom have completed the required background investigations.

8) Completion of the SF-85P/SF-86 will be very difficult to achieve due to the costs and administrative burden most private physicians and specialists perceive for this requirement. This requirement will drastically reduce the number of providers willing to participate in this program. Consequently, this decreases the eligible pool of providers we can select from to assign the most preferred candidates to support the FBI’s mission. Additionally, discounts in charges may be forfeited that could otherwise be negotiated with larger local networks. We have negotiated agreements throughout the country to provide services to the Drug Enforcement Agency, Customs and Border Protection, the Centers for Disease Control and Prevention, the Department of Defense, and several other federal agencies. Historically, our Government clients have required us to provide a Criminal History Background Check for all physicians and medical specialists performing medical services. All providers must have full-unrestricted licenses or certificates in the states and jurisdictions where they practice or perform such services.

As an alternative, can the SF-85/SF-86 requirements be replaced with a Criminal History Background Check, license verification (including a search for disciplinary actions), and verification against the sexual predator list for all healthcare providers and technical staff that have access to a customer’s personal information or medical data supporting the FBI?

Answer: See response to Question #s 1 & 7. The background investigation is at no financial cost to the individuals being investigated, and there is a corresponding benefit to those individuals in having successfully completed a background investigation.

9) Page 73 of the RFP states that, “The complete proposal shall consist of three documents not to total more than TEN pages of written text.” Page 73 also requires that “Each proposal shall provide full, accurate and complete information in order to facilitate a thorough and timely evaluation.” Section C provides almost 25 pages of requirements for providing these services. It does not seem possible that offerors can provide a full, accurate and complete explanation without additional page allowances for each volume.

Will the Government consider increase in the pages for each volume to permit full, accurate and complete explanation of our solution?

Can you clarify the page limits for each of the three volumes required by the RFP?

Answer: Section L.1.0 is modified as follows: Volume I Technical Proposal shall not be longer than 30 pages in length (excluding resumes, licenses, forms and certifications, etc.). The Technical Proposal includes the technical approach, management plan, and quality assurance plan. These three inserts in Volume I shall not exceed 10 pages each. Volumes II Price Proposal and Volume III Security proposal shall not be more than 10 pages each. The government has provided a template for the price proposal which is in line with the page limitation. All other instructions remain the same.

10) Would the Government consider a Transition-in pricing CLIN?

Answer: Not at this time.

11) There are no quantities listed for Portland ME and Portsmouth NH in the pricing matrix. Can the Government supply quantities for these locations?

Answer: Please reference attached revised Pricing Matrix.

12) Can the Government provide clarity or direction on how to quantify the “total pricing year” and “grand total” when there are no quantities for line items 12-15?

Answer: Each of the physical exam types listed in the pricing matrix corresponds with a specific FD form, and needs to be priced with all the required components included (i.e., do not include other, non-required components listed on the particular form). The non-required components need to be priced individually under line item 13 of the pricing matrix. For the physical exam types delineated, multiply your unit price by the number of that type of exams estimated in section A, to arrive at the yearly total price. Assume a quantity of “one” for line items 12 & 13, and provide your hourly rate for line items 14 & 15. Multiply that yearly total price by 5 years to arrive at your grand total. Note: When calculating the “Total Pricing per Year” and “Grand Total”, do not include line items 12, 13, 14 & 15. See M.6.

13) The Government indicates that it may consider multiple awards. If we complete the pricing matrix in accordance with the instructions, would the Government accept more than one pricing proposal? For example, would it be acceptable for us to present pricing for locations on a stand-alone basis, and an alternative pricing proposal that stipulates the discounted rates for servicing all locations?

Answer: No, each location will be separately priced. Reference L.5.0.

14) Per the last paragraph in section L.5.0, there are six location groups. Throughout the RFP and the text directly following the last paragraph in L.5.0, there are eight locations identified. Please clarify.

Answer: The solicitation is being modified to reflect the fact that there are, in fact, eight location groups.

The eight RFP locations are:

1)New York, New York

2)Newark, New Jersey

3)Los Angeles, California

4)Boston, Massachusetts

5)Philadelphia, Pennsylvania

6)Houston, Texas

7) Portland, Maine

8) Portsmouth, New Hampshire

15) What is the projected award date?

Answer: Our anticipated award date is August 2009.

16) What is the transition period following the award date?

Answer: Immediately after the award, each physician and staff person assigned to be on this contract will undergo the appropriate background investigations. A Regional Occupational Health nurse, who is also the Contracting Officer’s Technical Representative, will visit the awardee’s site and ensure these individuals understand the Statement of Work. Until the physician(s) have completed their full background investigation(s), only Applicant exam types can be performed by the awarded location.

17) L.2.1 (g) references section C.18. Please clarify that this should be C.19.

Answer: You are correct. The reference should be to C.19.

18) Please clarify the difference between L.2.1(e) and L.2.1 (i) and similarly, M.5.1(e) and M.5.1(i).

Answer: There is no meaningful difference between the requirements of L.2.1(e) and L.2.1(i), or between M.5.1(e) and M.5.1(i).

19) In the Standard Form section of the RFP: Is there a Standard Form (i.e. SF33) to be completed and submitted with the proposal response?

Answer: Yes, see attached SF 33.

20) In Section B.8.0 of the RFP: Please clarify the required entry in the rows labeled “Total Pricing per Year” and “Grand Total (all years)” in Attachment 30- Pricing Matrix. What is the requested information for each of these totals and how do they differ?

Answer: See answer to Question # 12.

21) In Section B.8.0 of the RFP: In order to fully complete Attachment 30 – Pricing Matrix, quantities for Items 12-15 are needed for the “Total Pricing Per Year” calculations. It is our assumption that the quantity of one (1) should be used for these items. Is this assumption correct? If incorrect, please provide quantities for these items.

Answer: See answer to Question # 12

22) In section B.9.0: Please provide historical frequency for expert testimony and reasons for same.

Answer: See answer to Question # 3

23) In section C.5.1(D), page 10: The RFP requests visual fields and Strabismus as part of the physical requirements. Is FBI requesting Strabismus be verified by observation or is heterphobia required on SF 88, question number 33?

Answer: Observation is adequate, or you may complete form; it is your option.

24) In section C.5.1(J) and Attachment 30 – Pricing Matrix, page 10: Screening Mammography is being offered to females over 40. Since this is an optional procedure, it is our assumption that mammograms are not included in the Fitness-for-Duty Physical price. Is this assumption correct? If this assumption is incorrect, please provide the percentage of females over 40. Further, it is our assumption that item 13.ee will be used for this procedure. Is this assumption correct? If these assumptions are incorrect, please provide further clarification.

Answer: Both your assumptions are correct. See the answer to Question #12 regarding required and optional components

25) In section C.9.0 and Attachment 30 - Pricing Matrix, page 15: The RFP states “The Contractor shall have ability to perform drug and alcohol testing . . . when requested by HCPU Unit Chief or Medical Officer.” Please clarify which drugs are to be included in the testing. Also please clarify if the Government requires pricing with the proposal submission since Drug and Alcohol Testing is not included in Attachment 30 – Pricing Matrix.

Answer: The drugs to be tested are for opiates, cocaine, PCP, marijuana and amphetamines. Please see revised Pricing Matrix.

26) In section C.10.0 and Attachment 30 – Pricing Matrix, pages 15-21: Attachment 30 – Pricing Matrix has one entry for LEGAT and dependents Physicals. The requirements for physicals vary based on the status / age of the individual as outlined in FD 949, FD 950 and FD 951. Should we provide a price for the most comprehensive exam? Please provide instruction of pricing for this CLIN.

Answer: The exam type pricing needs to be for the FD 949 LEGAT Multi-use form for adults. The components of the other two FD forms are reflected in the Additional Individual Testing section of the pricing matrix (line item 13).

27) In section C.10.2, page 19: The Attachment 30 – Pricing Matrix does not contain an item for the Periodic Exam. The RFP states that the Periodic Exam uses the standard FD 943 physical form. It is our assumption that if the Periodic Exams are required they will use item #1 Fitness-for-Duty Physical prices. Is this assumption correct? If incorrect, please clarify pricing for Periodic Exams.

Answer: The terms “periodic exam” and “fitness for duty exam”, are interchangeable as are the terms “pre-employment” and “applicant”.

28) In section C.16.0 and Attachment 30 – Pricing Matrix, page 25: The RFP states that “All FAA physical examinations, class I, class II, and class III (when authorized by HCPU) will be conducted by a certified FAA examiner.” Attachment 30 – Pricing Matrix contains a single price for Item 4. FAA Physical identified as a FAA Class 1. It is our assumption that the government will request pricing for Class II and Class III FAA physicals when and if they are authorized. Is this assumption correct? If correct, please clarify how to provide pricing for Class II and Class III FAA physical exams.

Answer: The pricing for FAA exams classes I & III is not used in calculating the competitive range. Please refer to section M. Price out the class II exam in accordance with FD Form 963, FBI Pilot Exam, and the other individual items in line item 13 of the pricing matrix.

29) In section C.20.0, pages 27-28: It is our assumption that this Section refers to the access and use of contractor software in support of the FBI contract. Is this assumption correct? If incorrect, please provide further information on FBI software.

Answer: The FBI “system” referred to in Section C.20.0 is not yet available. Offerors who are awarded contracts will be notified when the system is operational. Other software and hardware requirements described in this section remain in effect.

30) In section L.1.0, page 73: The RFP states that “The complete proposal shall consist of three documents not to total more than Ten pages of written text: Volume I- Technical Proposal, Management Plan (includes Resume, Board-Certification Documentation, and any required FBI Forms – NOT counted against the ten page limit); Quality Assurance Plan; Past Performance; Volume II – Price Proposal, and Volume III – Security Proposal which will equate to a “set.” Please clarify the page limitation of ten. Does this apply to each of the three volumes individually? Are table of contents excluded from the page limit? For Volume II, are the price tables from Attachment 30 – Pricing Matrix excluded from the page limit (if bidding all 8 locations pricing matrix page count would exceed ten pages)?

Answer: See answer to Question #9.

31) In section L.2.1 (i), page 75: The RFP states to include “Demonstration of approach to medical consultations as set out in paragraph C.3 of the Statement of Work.” The approach to medical consultations will be discussed as directed in Section L.2.1(e). Please clarify the content required to provide “demonstration to” as opposed to the approach to providing medical consultations. Please provide an example to provide clarification.

Answer: See answer to Question #18.

32) In Attachment 30 – Pricing Matrix: Please clarify the difference, if any, between item g and n under 13. Additional individual Testing as Requested. It appears that CXR PA/LAT is listed twice.

Answer: Double entries in line item 13, “Additional Individual Testing”, are errors. Known examples include:

Tetanus/Diphtheria

TDap

Cardiologist over read of EKG

Chest X-ray Pa/Lateral

Note plasma cholinesterase CPT # 82480 was inadvertently left off this list. See attached revised pricing matrix.

33) Can you please answer the following questions regarding the RFP?

a) The 11 Physical examinations types outlined in the Pricing Matrix have numerous components to each physical, there are also, “if indicated” or “per request components”. How is the price of a physical (e.g. “Fitness for Duty Exam”) determined?

See answer to Question #12

b) Does the Base Year reflect the price of each physical times the number of physicals?

Yes, see answer to Question #12

c) We are expected to put a price in for the individual physicals. Is the price based solely on the required components? What about the additional testing? What about “if indicated” or “per requested components”?

See answer to Question #12

d) Please explain what the “Total Pricing Per Year” and “Grand Total (all years)” include.

See answer to Question #12

e) If a lab study is mentioned on the form (E.g. FD – 943) however, it is not included in the additional testing Matrix, how is that handled.

See answer to Question # 32 above

34) Please explain the total price request for FD 949, 950, and 951, based on the fact that these are three different exams vendor questions.

Answer: See answer to Question # 26

35) For the pricing you have required services and “if indicated services.” Should we only be pricing required services in the package price and the “if indicated” should be a la carte as we can not price ahead of time since we will not know what if indicated services any given patient will need until we examine them.

Answer: yes, see answer to Question #12

36) Can we use female mid level practitioners to perform pelvic exams?

Answer: No. All examiners are required to be board certified physicians as outlined in sections C.26 Vendor Requirements, and L.2.1(b).

37) Can we outsource sigmoidoscopies, mammographies, and other services if we do not provide them in house?

Answer: Yes, you can outsource as needed. Please refer to sections C and L of the solicitation which delineate your responsibilities with regard to the use of subcontractors.

38) How many locations can we submit within a 15 mile radius?

Answer: As many qualifying locations as you have. Please note that the solicitation is being modified to reflect a 16.5 mile radius (i.e., 15 miles plus 10 percent).

39) Do we need a treadmill at all locations or can we refer?

Answer: See answer to Question #37, and C.6.

40) Will this be awarded to one vendor or multiple vendors?

Answer: This decision will be made on a case by case basis depending on the outcome of the proposal evaluation process. Reference section M.3

41) Our San Diego region also has the RFP, can we submit one response for both regions?

Answer: Refer to section L.5.0 submission of pricing matrix. We require the submission of a separate proposal for each location.

42) If we have an MD leave and we cannot replace them immediately with a board certified MD, what happens?

Answer: Reference H.9.0 Disruption to the Schedule. If the MD who leaves is the only one who has completed a background investigation, the contract reverts to one under which ONLY applicant examinations can be performed until the replacement MD has completed a background investigation.

43) Please clarify what the requirements are for the security clearance? Would this also cover other clinical staff such as medical assistants or nurses? At what point would physicians complete Form 86 Questionnaire?

Answer: Physicians receive a full background investigation (completion of SF 86, completion of items listed in staff background below and personal security interview, investigation of items completed on questionnaire including interviews (by phone or in-person) with references listed, and awarding of clearance). Staff are required to complete a two page personal information form, and submit to fingerprinting, and their information is run in various criminal and credit indices.

44) What are the estimated quantities for the Portsmouth, NH and the Portland, ME locations?

Answer: See answer to Question #11

45) Section L.1.0 states there is a maximum of “ten pages of written text”. Does Volume III – Security Proposal count as part of these ten pages as bidders are instructed in section L.4.0 to submit this volume as a separate document/file?

Answer: See answer to Question #9

46) Is it correct that there is a requirement to have a board certified radiologist to review the chest x-ray for Applicant/ Pre-Employment exams (C.4.0), as well as the HMRU Initial exams (C.11.1), but not for the other examinations requiring chest x-rays? In our experience, consultations with a radiologist, although available, is rarely (if ever) necessary for applicants or FBI employees.

Answer: A wet reading by the primary physician followed by a written reading from a board certified radiologist is REQUIRED for all x-rays

47) On pages 13 and 14 in Section C.6, should it read “Balke”, not “Blake”?

Answer: The correct spelling is Balke.

48) On page 27 in section C.18.0, should it read “OSHA 1910 Subpart 1030”, not “OSHA 1910 Subpart 1930”?

Answer: Blood borne Pathogen Standard 1910.1030

49) Where do you price plasma cholinesterase, which appears to be part of the hazardous materials response exam (subsection N under C.11.1 and subsection L under C.11.2)?

Answer: See answer to Question #32

50) Where do you price FD-899, FD-900 or FD-900a, which are requested for SWAT personnel and other examinations as a supplemental component?

Answer: The review of these medical history questionnaires needs to be included in the medical history section of the pricing matrix of each exam type.

51) Can you differentiate subsections E and I in section L.2.1?

Answer: See answer to Question #17

52) Our location is 22.7 miles from the Newark location- How strict are you with the distance of 15 miles plus or minus 10%?

Answer: The maximum distance a vendor’s facility can be located from the field office being serviced has been modified to 16.5 miles. If your location is outside this mileage range, it will not be considered for award.

53) If we can bid on it, can the agent go to more than one site to complete the exam? (Colonoscopy, stress, etc)

Answer: Yes

54) Approximately how many exams will be done from the Newark location each year?

Answer: Refer to estimates listed on section A of the pricing matrix for the Newark office.

55) Can you please explain how we should have our physicians complete the FD 258 form? It is not included in the RFP package, but is requested in section L.2.1 (b).

Answer: Upon award, the FBI will coordinate with the awardee(s) for completion and submission of Form FD-258. These forms are available at your local FBI field office.

56) Under the Freedom of Information Act, is the current or old pricing of services under this contract available?

Answer: We do not know whether the requested information would be available under FOIA. In any event, it is unlikely that any information requested via FOIA would be received before the due date for proposals under this RFP.

57) Please clarify the number of exams in Portland, ME and Portsmith, NH (it says see Boston). Does that mean the number is the number of exams projected for Boston is the same for the other cities or are their numbers included in the Boston number?

Answer: See answer to Question #11

58) In L.1.0 of the Pre-Employment RFP, it states that the complete proposal shall consist of 3 documents not to total more than 10 pages of written text:

1. Volume I

2. Volume II

3. Volume III

Are each of the volumes allowed 10 pages each or must all three volumes together total 10 pages? The template for pricing each location is approximately 4-5 pages each. It would seem that this should not be included in the 10 pages.

Answer: See answer to Question #9

59) Is it necessary to provide other references given that we have done over 875 physicals for the New Haven Division over the past 13 years?

Answer: Yes. This ensures that your past performance information will be available to all evaluation team members including those who may not have personal knowledge of your past performance.