PDACRFP_Amendment1.doc

RFP-CMS-2007-0019 – Pricing, Data Analysis, and Coding (PDAC) Request For Proposal (RFP)

Amendment 000001

Amendment 000001:

1.) Section L.1, PROCURMENT TIMELINE, is replaced as follows (changes in bold):

PROCUREMENT TIMELINE:

Request for Proposal (RFP) Released:

March 12, 2008

Questions Due:

March 20, 2008

Answers Issued:

March 28, 2008 (estimated)

Notice of Intent to Submit Proposals:

April 1, 2008

Technical & Business Proposals

(Written) Due:

April 18, 2008 (NLT 12:00 pm)

Oral Presentations Begin:

April 21, 2008

Oral Presentations End:

April 25, 2008

Award of Contract:

May 16, 2008

2.) Section L.10(b), GENERAL INSTRUCTION, When/Where/How Many Proposals to submit is replaced as follows (changes in bold):

When/Where/How Many Proposals to Submit:

One (1) original hard copy of the combined proposal, signed by an official authorized to bind your organization, plus six (6) hard copies of the combined proposal and one (1) electronic CD copy of the business proposal, shall be received by David Wetherson, Contract Specialist, no later than 12:00pm local prevailing time on April 18, 2008. You will be advised of your oral presentation date and time upon notification of your intent to submit a proposal (See below for instruction on submitting intents to bid).

3.) Section L.11 Proposal Organization, (a)(1) Volume I – Technical Proposal, has been revised as follows to correct the Implementation criteria (changes in bold):

Volume 1 - Technical Proposal - The Technical Proposal shall consist of the following ONLY (See L.12 below for more specifics):

a.

Technical Understanding

1.

Understanding the Requirements

2.

Project Management

3.

Key Personnel b.

Implementation

1.

Implementation Approach and Project Plan

2.

Implementation Risk Management Plan

3.

Implementation Stakeholder Communications Plan c.

Past Performance d.

Information Security Plan

4.) Section L.11 Proposal Organization, (b) Proposal Presentation, (1) Binding and Labeling - Binding is revised as follows to change the binder size requirement (changes in bold):

Binding: Offeror’s shall submit proposals in locking 3-ring binders only. Please use your best judgment when determining the appropriate size binders for your proposal.

5.) Section L.11 Proposal Organization, (c) Paper Size, Type, Spacing, and Page Numbering is revised as follows to make an exception regarding font size and line spacing (changes in bold):

Paper Size, Type, Spacing and Page Numbering

Paper size shall be 8.5 by 11 inches. Fold-outs will count as two pages. The pages shall be numbered and printed on both sides if possible. Type size shall not be less than a 12-point font with a space and a half between lines. The 12-point font rule and space and a half between lines rule does not apply to spreadsheets, tables, graphics, captions, charts and headers/footers. The number of pages for the proposal is limited to 30 pages, except for résumés of personnel, which are limited to three (3) pages each, and any other section specifically noted.

(End of RFP Changes – Questions & Answers Provided Below)

Questions and Answers:

Reference – Statement of Work (Section C)

1.) Given that the PDAC mainframe process work is currently performed by an affiliated company of the incumbent, and multiple data center transitions are not typically preferred, is there an option in this procurement for CMS to leave the mainframe processing with the current affiliated company of the incumbent until the time CMS decides to move that work to one of the three EDCs?

Answer: CMS is open to this suggestion. As stated in D.1.1 of the PDAC SOW, “…the Contractor shall propose an appropriate and cost-effective data processing support infrastructure to support the requirement of this SOW.” Further, the SOW states “Any elements of the Contractor’s solution that require “mainframe” processing support must be provided through subcontract with either (1) one of the three entities that has been awarded a task order contract to serve as an Enterprise Data Center or (2) one of the legacy Medicare data centers that presently support Medicare FFS operations.” Additional information regarding risks associated with this transition may be found in this section as well.

Reference – Solicitation

2.) Section B.5 states, “An estimate of $ 50,000 per year has been provided in the total CPFF column of B.3 ESTABLISHED COST AND FIXED FEE and also in the individual Task Directive SLINs within the Cost Template provided as Attachment J-12.

Section B.6 states, “An estimated dollar amount for Travel has been included in the Cost Template provided as Attachment J-12 under the Summary Tab”.

Please clarify whether the $50,000 per year task directive referenced in Section B.5 does or does not include the estimated annual dollar amount for travel referenced in Section B.6.

Answer: The $50,000 per year task directive referenced in Section B.5 does not include the estimated annual dollar amount for travel referenced in Section B.6.

3.) Is the offeror required to submit a detail travel schedule?

Answer: No, the offeror is not required to submit a detail travel schedule.

4.) Section B.6 Travel states, “Please note that fixed fee will not be allowable on travel costs”. If offeror is required to submit a detail travel schedule based on estimated costs, should offeror apply all indirect and fixed fees until the estimated dollar amount is reached that was supplied in Attachment J-12?

Answer: The offeror is not required to submit a detail travel schedule.

Reference – Solicitation Section F.2 Period of Performance 5.) In the paragraph preceding the CLIN Descriptions and Periods of Performance, the RFP states, "the effective date of contract award (assume 6/1/08 for pricing and planning purposes)". Section L. 1 Procurement Timeline indicates the Award of Contract date is May 16, 2008. Please advise which of these dates should be assumed as the contract award date.

Answer: The PDAC contract award date may be as early as 5/16/08, however Offerors shall assume the implementation start date will begin on 6/1/08. For pricing and planning purposes, assume the implementation start date will be 6/1/08.

Reference – Solicitation Attachment J-2 Government Furnished Materials 6.) Web base Intelligence (WebI)

Assuming that WebI is the tool currently deployed by the SADMERC for end-user access to data on the data warehouse, WebI is part of Business Objects software which requires a license. Thus, the existing WebI environment/license is not transferable. Is it the intent of CMS to furnish Business Objects as part of the PDAC contract?

Answer: As stated, WebI is a tool within the business Objects software. As such, the PDAC will be required to obtain a license if it wishes to continue to use WebI. CMS will not furnish WebI as part of the PDAC Contract. Further, CMS is not requiring a specific tool, such as WebI, be purchased. The winning offeror may utilize other software or develop its own.

7.) Data Warehouse

Please specify which of the items list below CMS intends to furnish to the PDAC upon contract award:

· Data contained in the Data Warehouse: This information will be provided during the transition from the current SADMERC to the new PDAC contractor.

· Data Warehouse computing hardware: CMS will not provide for data warehouse computing hardware as part of the PDAC contract.

· Data Warehouse application software: CMS will not provide for application software as part of the PDAC contract.

Answer: Provided after each bullet listed in above question.

Reference – Solicitation

8.) L.4 FAR 52.215-1 Instructions to Offerors – Competitive Acquisition (Jan 2004): In the RFP, section L.4 of the solicitation states that the RFP “is a competitive acquisition based on FAR 52.215-1”. However, per FAR clause 15.403-1(b) Prohibition on obtaining cost or pricing data, states “the contracting officer shall not require submission of cost or pricing data to support any action when;

1. When the contracting officer determines that prices agreed upon are based on adequate price competition (standards in (c)(1) of this subsection);

a. (c) Standards for exceptions from cost or pricing data requirements –

i. Adequate price competition. A price is based on adequate price competition if -

1. Two or more responsible offerors, competing independently, submit priced offers that satisfy the Government’s expressed requirement and if

a. Award will be made to the offeror whose proposal represents the best value.

b. There is no finding that the price of the otherwise successful offeror is unreasonable.

Based on the information provided in FAR 15.403-1(b) and the fact that this procurement is a competitive procurement (FAR 52.215-1) the PDAC contract should not require cost or pricing data from the awarded contractor. Therefore, FAR clauses 52.215-10, 52.215-12 and 52.215-20 which are located in Section I.1 and L.16 of the RFP should not be applicable to this contract. Accordingly, should these FAR clauses be deleted from the RFP?

Answer: The PDAC solicitation requires that cost or pricing data be submitted with an Offerors proposal. The FAR clauses 52.215-10, 52.215-12 and 52.215-20 are applicable to the PDAC solicitation and future contract. These clauses will not be deleted from the RFP. The value of the PDAC contract is expected to exceed the $650,000 threshold outlined in FAR Section 15.403-4 Requiring cost or pricing data (a)(1).

9.) L.10.b When/Where/How Many Proposals to Submit: Are files on the Business Proposal CD required to be in Microsoft Word and Microsoft Excel, or can PDF files be submitted?

Answer: Files on the Business Proposal CD should be in Microsoft Excel with text portion in Microsoft Word. PDF files shall not be submitted. The intent of the CD is to be able to check formulas, etc. included in the Business Proposal pricing.

10.) L.10.b When/Where/How Many Proposals to Submit: Please verify no CDs are required for Volume I Technical Proposal and Volume III Conflict of Interest and Compliance.

Answer: CD’s are not required for Volume I Technical Proposal and Volume III Conflict of Interest and Compliance. One (1) electronic CD copy of Volume II Business Proposal is required.

11.) L.11 Proposal Organization and L.12 Technical Proposal Instructions (Written): The organization of Volume I Tab B Implementation does not match between Section L.11 Proposal Organization and Section L.12 Technical Proposal Instructions (Written).

Volume I Tab B Implementation from L.11:

b. Implementation

1.

Implementation Approach

2.

Implementation Project Plan

3.

Key Implementation Personnel

4.

Implementation Risk Management

Volume I Tab B Implementation from L.12:

TAB B

Implementation

· Implementation Approach and Project Plan

· Implementation Risk Management Plan

· Implementation Stakeholder Communications Plan

Should the proposal be laid out as indicated in Section L.11 or L.12?

Answer: Volume I Tab B Implementation should be laid out as indicated in Section L.12 of the RFP. Section L.11 is corrected to match the information found in L.12.

12.) L.11.c Paper Size, Type, Spacing, and Page Numbering: Is it acceptable for type to be smaller than 12 point in tables, graphics, Work Breakdown Structure, and Implementation Project Plan?

Answer: It is acceptable for type to be smaller than 12 point in tables, graphics, captions, charts and headers/footers only. This applies to Work Breakdown Structure and Implementation Project Plan tables, graphics, captions, charts and headers/footers also.

13.) L.12 Technical Proposal Instructions (Written): In Section L.12, Volume 1 Technical Proposal Tab A, CMS references that "the offeror shall provide a 3-level WBS that will serve as the baseline for the offeror's technical and business proposals. The WBS shall contain the major work tasks, milestones, and deliverables of the technical proposal and shall be directly correlated to the cost proposal." This statement contradicts what is in the Cost Proposal Template (Attachment J-12) that CMS provided because the cost proposal template only goes down to the second level (example SOW Sect. E.1). Please clarify what the 3-level WBS entails (i.e., should the WBS go down to SOW Sects E.1.1, E.1.2, etc.)? If so, should the offeror make changes to attachment J-12 to include functionality that provides costs at the lowest level (i.e., SOW Sect. E.1.1, E.1.2, etc.)?

Answer: The Cost Proposal Template (Attachment J-12) should not be changed. The Cost Template is only intended to be broken down to the E.1, E.2, etc. type level. The WBS should be prepared to include at least a 3-level breakdown (E.1.1, E.1.2, etc.) as provided in the Statement of Work. The roll-up E.1, E.2 type level of the WBS shall be directly correlated to the cost proposal template as provided in Attachment J-12.

Reference – Statement of Work (Section C) 14.) SOW A.1.2 The Medicare Durable Medical Equipment, Prosthetics, Orthotics, and Supplies (DMEPOS) Benefit & Its Administration: Please provide the SADMERC workload volumes for the years prior to 2007 or offer guidance on the annual increase in workload volumes.

Answer: CMS does not have a comparison of identical workload data elements for prior years. However, indicators reveal there has not been a large increase/decrease in workload over the past two years. Potential offerors may wish to include a four percent increase per year in workload for the PDAC. The Workload Data will be revised to reflect these projections in the next solicitation amendment.

15.) SOW B.2 PDAC Medical Director (Key Personnel): The SOW states the Medical Director must be a full time position. Please clarify if the Medical Director is required to be fully dedicated to the PDAC contract.

Answer: The Medical Director is required to be fully dedicated to the PDAC contract.

16.) SOW B.3 Other Required PDAC Personnel: Please clarify the definition of “full-time”. Do the other required PDAC personnel indicated in B.3.1 – B.3.4 need to be fully dedicated to the PDAC contract?

Answer: The personnel identified in Section B.3.1 – B.3.4 are required to be fully dedicated to the PDAC contract. CMS considers full-time to be an individual who works an average of 40 hours per week.

17.) SOW D.1.1 Data Center and E.2.3 Durable Medical Equipment Coding System (DMECS): Please provide technical specifications for DMECS, including operating system, database, applications servers, and other expected technical infrastructure support requirements. This information is needed to make proper cost estimates for the proposal.

Answer: DMECS is a JAVA application designed for an environment that includes a Sun Solaris server running Sun Web Server 6.1, and an Oracle 9i Database.

18.) SOW D.1.1 Data Center and E.4.2 Storage and Availability of Statistical and Analytical Reports: Please provide technical specifications for WebI, including operating system, database, applications servers, and other expected technical infrastructure support requirements. This information is needed to make proper cost estimates for the proposal.

Answer: WebI is part of Business Objects which is a commercial off-the-shelf (COTS) end-user tool currently used by the SADMERC. The PDAC contractor will receive WebI data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

19.) SOW D.1.1 Data Center and E.6.2 Data Warehouse: As described within D.1.1 Data Center, we understand the current data warehouse runs in a legacy system LPAR. Please provide technical specification for the CDS environment running this application, including operating system, database, file system storage, tape storage, and application servers required. This is needed to ensure a full scope is defined when procuring a data center processing partner.

Answer: The PDAC contractor will receive WebI data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

20.) SOW D.1.1 Data Center and E.6.2 Data Warehouse: Please provide the record structure for the data warehouse so that we can make proper cost estimates for storage and transfer of the data.

Answer: The SADMERC receives data in the CWF CABEHIBC format. The CABEHIBC Copybook is attached as Attachment 2. This layout is current however the format is subject to change at any time. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

21.) SOW E.1 Administer HCPCS Coding Process for DMEPOS: Please provide responses to the following:

· How long does it take to complete an average HCPCS review item? Average activity cycle time for a HCPCS review is 60 days.

· How many minutes does an average monthly conference call last? 1 to 2 hours dependent upon the agenda

· How many Gigabytes is the ANWG Database? 2,979 records, less than one megabyte.

Answer: Provided after each bullet listed in above question.

22.) SOW E.1.2 Product Testing: The requirement states the Contractor shall be responsible for “evaluating and testing certain DMEPOS products against standards and determinations of compliance as approved by CMS” and within the time line prescribed by CMS. Please provide clarification on the phrase "evaluating and testing certain DMEPOS products against standards and determinations of compliance as approved by CMS".

Answer: To be provided in next solicitation amendment.

23.) SOW E.2.5.1 Telephone Standards: What is the average length of time for a telephone inquiry?

Answer: Average call length for telephone inquiries is 2.5 minutes 24.) SOW E.2.5.1.a Telephone Standards: Is the SOW standard of responding to 85% of incoming calls within 90 seconds calculated monthly, quarterly, annually, or within another timeframe?

Answer: This is a monthly standard.

25.) SOW E.2.5.1.j Telephone Standards, Toll Free Network Services: The requirements states Contractor operations apply to the provisions outlined in IOM Pub 100-09, Chapter 6, Section 30.2. (Telephone Services). Do all provisions outlined in Section 30.2 apply or only those relating to Toll Free Networks and FTS 2001 support? Specifically, will we be required to adhere to the QCM program as stated in 30.2.7.1, and are we required to participate in all QCM national and regional calibration sessions as stated in 30.2.7.2?

Answer: To be provided in next solicitation amendment.

26.) SOW E.2.5.2 Written Correspondence: The SOW requirement states all written inquires are to be processed in accordance with the guidelines and timeframes provided in the IOM Pub 100-09, Chapter 6, Section 30.3 (Contractor Guidelines for Written Inquiries). Do all provisions outlined in Section 30.3 apply? Specifically, will we be required to meet the requirements and performance standards as set forth in the Quality Written Correspondence Monitoring (QWCM) program?

Answer: To be provided in next solicitation amendment.

27.) SOW E.2.5.2 Written Correspondence: Please provide responses to the following:

· How long does it take to answer a written inquiry? How many pages is an average written inquiry? Written response times vary due to the number and complexity of the questions. The average response time for February 2008 was 5 days for written inquiries.

· How long does it take to answer an email inquiry? Email response times vary due to the number and complexity of the questions. The average response time for February 2008 was 2.5 days for email inquiries.

Answer: Provided after each bullet listed in above question.

28.) SOW E.4.1.2 Monthly, Quarterly, and Annual Activities: Please provide guidance on the average length of time needed to complete the standard monthly report, standard quarterly report, standard annual report, ad-hoc requests, law enforcement request and requests from CMS.

Answer:

The following cycle times are provided as illustrations of current contractor staffing and methodology. These averages represent the time period January – December 2007.

Average activity cycle times for report production follow:

· Monthly:

24 days

· Quarterly:

30 days

· Annual:

31 days

· Ad hoc Requests 14 days (includes law enforcement and CMS)

Reference – General

29.) Please provide an infrastructure architecture diagram pertaining to this contract and a listing of the hardware and software supporting it.

Answer: See response to Q19.

The PDAC contractor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

30.) Please provide a listing of all hardware and software that will be transferred to the PDAC contractor.

Answer: See response to Q19.

The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

31.) Please provide a listing of all data elements in the data warehouse and the origination source.

Answer: See response to Q20.

The SADMERC receives data in the CWF CABEHIBC format. The CABEHIBC Copybook is attached as Attachment 2. This layout is current however the format is subject to change at any time. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.)

32.) Please provide an architecture diagram for how data is received and loaded into the data warehouse.

Answer: The SADMERC receives data in the CWF CABEHIBC format. The CABEHIBC Copybook is attached as Attachment 2. This layout is current however the format is subject to change at any time. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

The PDAC contactor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

Reference – Solicitation (Section A-M, excluding C and J)

33.) Section L.11, Paragraph: (c), Entitled: Paper Size, Type, Spacing and Page Numbering Comment: Section L.11(c) states that font size shall not be less than 12-points.

a. Question: Does this also apply to headers and footers?

b. Question: Will CMS allow 8-point font and single-spacing for tables, graphics and captions?

Answer:

a.) No, the 12-point font size rule does not apply to headers and footers.

b.) Yes, CMS will allow 8-point font and single-spacing for tables, graphics and captions.

34.) Section L.11, Paragraph: (a) (1), Entitled: Volume 1 - Technical Proposal Comment: The technical proposal elements in this section differ from the ones shown in L.12 Technical Proposal Instructions (Written). Please clarify if Implementation Key Personnel and Implementation Stakeholder Communications Plan are both required sections in Implementation.

Answer: Volume I Tab B Implementation should be laid out as indicated in Section L.12 of the RFP. Section L.11 will be corrected to match the information found in L.12. (Refer to Q&A #11 above)

35.) Section L.12, Entitled: (Technical Proposal Instructions (Written))

Is it acceptable for the offeror to submit resumes in a separate appendix rather than include them in the Key Personnel section?

Answer: Yes, it is acceptable for the offeror to submit resumes in a separate appendix rather than include them in the Key Personnel section. The offeror shall include appropriate reference to the separate appendix and clearly mark the appendix as such.

36.) Sections L.12, A:3 Is the Key Personnel section to be included in the 30-page limit for the written technical proposal?

Answer: Yes, the Key Personnel section is to be included in the 30-page limit for the written proposal however the associated resumes are not included in the 30-page limit for the written proposal.

37.) Section L.15, Oral Presentations, Please increase the number of Oral Presentation Attendees to 10.

Answer: The number of Oral Presentation Attendees will remain at a maximum of 6 people.

Reference – Statement of Work (Section C)

38.) Section E.2, Entitled: Provide Medicare Coding Advice and Guidance, E.2.5.1.i states that “live telephone services are defined as 9:30 am to 5:00 pm Eastern Time”. Please clarify this is Monday – Friday and that live telephone services are not required for Saturday and Sunday and government holidays. Please provide a listing of government holidays.

Answer: Telephone services are not required for Saturday and Sunday. If the PDAC is open on a government holiday, telephone services must be available on that day. However, the PDAC may request and receive approval from the Project Officer to close telephone services for in-service training.

39.) Section E.4, Entitled, Conduct DMEPOS-Related Statistical Analysis Activities, E.4.3 references Ad Hoc reports. Please provide the average number of work hours needed for each ad hoc request.

Answer: This information is not available, other than the average processing time for ad hoc reports is 14 days (See number 28 above).

40.) Section E.6, Entitled, Other PDAC Activities, E.6.2 states that “The Contractor shall archive claims data, reports and analyses from…” Are the reports and analyses archived today by the SADMERC? If so, what form are they archived in? Specifically are they archived in proprietary reporting software such as CA-View? If so which software?

Answer: The SADMERC reports and analyses are archived on the data warehouse via WebI/Business Objects.

Reference – Solicitation Attachment J-10 Workload Data (Section J)

41.) Attachment J10, Workload Data, Number 1, HCPCS Helpline

Of the 5,007 monthly calls offered, please clarify the number that are complex inquiries and the number that are referred to the DMECS.

Answer: The current SADMERC is not required to classify telephone inquires as complex or routine. However, because of CMS’ interest in moving toward more efficient operations of the PDAC, we are requiring the PDAC to refer “routine” inquiries to DMECs. CMS will work with the contractor to define “routine inquiries” but would expect callers inquiring about general coding issues be referred to DMECs. Callers with more complex inquiries, i.e. those inquiring about complex pieces of equipment, orthotics, prosthetics, etc may be handled by trained telephone representatives. Also, please note the PDAC SOW requires the PDAC to request callers to provide identifying information (i.e. name, supplier number, etc). Those who do not must be referred to DMECS rather than receive a response from a live telephone representative.

In addition, please provide the average call handle time for complex inquiries and inquiries referred to the DMECS. Please provide a breakdown of talk time, hold time, and after call wrap up.

Answer: Because the SADMERC does not currently categorize inquiries as complex or routine, CMS does not have statistics on these types of inquiries. Statistics are not available for call wrap up time.

42.) Attachment J10, Workload Data, Number 3, HCPCS Review Workload, please provide a breakdown by major policy grouping.

Answer: HCPCS Review workload is not maintained in this format.

Reference – Statement of Work (Section C)

43.) Section E.1.2, Product Testing; The Contractor shall be responsible for evaluating and testing certain DMEPOS products against standards and determinations of compliance as approved by CMS and within the time line prescribed by CMS. The Contractor shall consult with the DME MACs, DME PSCs and CMS regarding which products may be subject to evaluation and testing. The process and results of all product testing will be documented and maintained by the Contractor.

What is the approximate workload associated with this activity?

Answer: To be provided in next solicitation amendment.

44.) Section E.3.2, NDC – HCPCS Crosswalk; The Contractor shall update and maintain a process/system to crosswalk the NDC codes to the appropriate HCPCS code. This will include the conversion factors that will be used to price the applicable billings to allow processing of claims filed using the NCPDP format. As needed, the Contractor shall request the addition, revision or deletion of HCPCS codes to accommodate the new NDCs as published in Redbook. The update of each HCPCS drug code applicable to DME MAC billing will be completed on a monthly basis. The crosswalk files will be delivered to CMS not later than the 5th day of each month. The files will be available for download (via NDM) by the DME MACs, DME PSCs, and the Shared Systems Maintainers. The Shared Systems Maintainer will provide the flat file format that is appropriate to their system. The Contractor shall post the crosswalk on its web site (see E.6.3. of this SOW).

With respect to the NDC-HCPCS Crosswalk file currently maintained by Palmetto GBA, which data elements are required for the PDAC (i.e., there are a number of data elements that are not used by the DME MACs that may not need to be included in the future). Does the scope of the crosswalk include drugs that are not processed by the DME MACs? Does the crosswalk have a greater use than just DME MAC Medicare?

Is the mainframe software database structure VSAM, DB2, IMS, or MXG?

Answer: To be provided in next solicitation amendment.

45.) Section E.4.2, Storage and Availability of Statistical and Analytical Reports; The Contractor shall distribute reports to approved stakeholders via an online interactive tool (the SADMERC utilizes a tool known as “WebI”) to the maximum extent possible. This interactive tool must be user friendly and updated timely as specified in E.4.1.4 of this SOW.

The Contractor shall provide training to DME PSCs, DME MACs, NSC, CMS and law enforcement on the use of this interactive tool. This training shall include an explanation of the data, reports and other end user information and tool capabilities. The Contractor shall develop and maintain an online user manual to support the end users of the Contractor’s data, reports and analysis.

The Contractor shall limit access to this interactive tool to approved Contractor, DME MAC, DME PSC, NSC, and CMS staff. Certain law enforcement staff will also have access to the interactive tool housing Contractor data, reports and analysis. The Contractor must receive approval from the Project Officer for any individual requesting access to the interactive tool. The Contractor must control passwords and account access to this interactive tool in accordance with the BPSSM. The Contractor must provide CMS with systems access data upon request (e.g., who accesses the system and how often). Reports transmitted or downloaded via the internet shall be encrypted in accordance with CMS standards.

This section of the SOW references the need to develop and maintain an online user manual to support the end users of the Contractor's data, reports, and analysis. Will the existing online user manual be furnished to the winning contractor?

Answer: The existing online user manual will not be furnished to the winning contractor. CMS is not requiring the winning offeror to use WebI. Further, CMS has made significant changes to the SOW requirements for reports compared to those currently developed by the SADMERC. Therefore, the existing manual will require significant changes.

Reference – Solicitation 46.) Section L - Instructions, Conditions and Notices to Offerors or Quoters; L.11 Proposal Organization (b) Proposal Presentation, (1) Binding and Labeling - Binding: Offeror’s shall submit proposals in locking 3-ring binders only. Dimensions shall not exceed height – 11.5”, width – 10.25”. Depth – no limit.

The only binders we can locate that meet the 10.25” width specification are ½ inch and 1 inch. Using the smaller depth binders will increase the number of binders required to submit the Business and ISP Volumes. Can an exception be granted for these Volumes?

Answer: Yes, the binding and labeling instructions are changed to delete Dimensions shall not exceed height – 11.5”, width – 10.25”. Depth – no limit and replace with Offeror’s shall use their best judgment when determining binder size for their proposals.

47.) Section L - Instructions, Conditions and Notices to Offerors or Quoters; L.11 Proposal Organization (c) Paper Size, Type, Spacing and Page Numbering; Paper size shall be 8.5 by 11 inches. Fold-outs will count as two pages. The pages shall be numbered and printed on both sides if possible. Type size shall not be less than a 12-point font with a space and a half between lines. The number of pages for the proposal is limited to 30 pages, except for résumés of personnel, which are limited to three (3) pages each, and any other section specifically noted.

Does the 1 ½ line spacing apply to all documents in the proposal or only to the sections included in the 30 page limitation in the Technical Volume? Adjusting the entire proposal to 1 ½ will greatly increase the amount of pages and binders submitted.

Answer: The 1 ½ line spacing applies to all documents in the proposal with the exception of spreadsheets, tables, graphics, captions, charts and headers/footers.

Reference - General

48.) Please provide the number of active WebI users.

Answer: As of February 2008, there were 357 active WebI users.

Reference – Statement of Work (Section C)

49.) Section E.2, Entitled Provide Medicare Coding Advice and Guidance. E.2.5.1.e references on online interactive training manual. Will the current SADMERC online interactive training manual be furnished as Government Furnished Property upon contract award?

Answer: As stated above, the current interactive training manual for WebI will not be furnished as Government Furnished Property.

50.) SOW Section E.6.2 Data Warehouse What is the current Relational Database Management System (RDMS)? Will this be supplied as part of Government Furnished Materials?

Answer: The current data warehouse environment is comprised of DB2 ESE in a UNIX operating system. The PDAC contractor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

51.) SOW Section E.6.2 Data Warehouse Can you provide the layout of the claims extract that is currently provided to the SADMERC?

Answer: See response to Q20.

The SADMERC receives data in the CWF CABEHIBC format. The CABEHIBC Copybook is attached as Attachment 2. This layout is current however the format is subject to change at any time. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

52.) SOW Section E.6.2 Data Warehouse

Can you provide the layout of the current SADMERC database?

Answer: See response to Q32.

The SADMERC receives data in the CWF CABEHIBC format. The CABEHIBC Copybook is attached as Attachment 2. This layout is current however the format is subject to change at any time. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

The PDAC contractor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

53.) SOW Section E.6.2 Data Warehouse

What is the average record size for records in the current SADMERC database?

Answer: Please see Attachment 1 regarding data statistics.

54.) SOW Section E.6.2 Data Warehouse

How long would data need to stay near-term (i.e. at what point would 2003 roll off)?

Answer: CMS will expect the PDAC to maintain the most recent five calendar years of data to be readily accessible. Data older than five years may be archived but must still be easily retrievable for CMS and law enforcement.

55.) SOW Section E.6.2 Data Warehouse

Is the job/code for the monthly data warehouse load to be provided?

Answer: To be provided in next solicitation amendment.

56.) SOW Section E.6.2 Data Warehouse

What are the overall space requirements for the data warehouse?

Answer: Please see Attachment 1 regarding data statistics.

57.) SOW Section E.6.2 Data Warehouse

Based on the PDAC Government Furnished Materials documents in the SOW; the data warehouse that houses the historical and current DME claims information will be provided to the new contractor. This data warehouse currently runs on a mainframe. What is the database structure/platform? Is the database limited to running only on the mainframe? Is it an industry standard database or is it a home grown database?

Answer: See response to Q19.

The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

58.) SOW Section E.6.2 Data Warehouse

The SOW requires that claims information from Jan 1, 2004 will need to be maintained in an on-line data warehouse. The claims data from 1993 thru 12/31/2003 can be archived. Please clarify that archived means it can be stored off-line as along as it is readily available for retrieval.

Answer: CMS will work with the winning offeror to establish appropriate protocols for archiving older data. CMS may approve off-line storage of older data depending upon the means of archiving this data.

59.) SOW Section E.6.2 Data Warehouse

It is our understanding that the data analysis and reporting tool currently utilized by the existing SADMERC contractor is SAS. Is this tool used only with the mainframe data warehouse or is it also used for creating data feeds to other applications, i.e. WebI?

Answer: The SADMERC contractor uses SAS for many data analysis and reporting scenarios. In general, Business Objects WebI accesses data stored on the data warehouse in DB2 format.

The PDAC contractor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

60.) SOW Section E.4 Conduct DMEPOS – Related Statistical Analysis Activities What platform (mid-range or mainframe; UNIX or Windows) does the current SADMERC database reside on?

Answer: See response to Q50.

The current data warehouse environment is comprised of DB2 ESE in a UNIX operating system. The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

61.) SOW Section E.4.2 Storage and Availability of Statistical and Analytical Reports

What is the anticipated number of web users that will need IDs and passwords?

Answer: As stated above, there are currently 357 active WebI users.

62.) SOW Section E.6.3 Web Technology Does the WebI application, that requires ID and password authentication, require the CMS approved three-tier architecture, or is access via MDCN sufficient security in addition to the ID and password?

Answer: To be provided in next solicitation amendment.

Reference – Solicitation Attachment J-2 Government Furnished Materials 63.) Government Furnished Materials We did not see it specifically on the list of Government owned assets, but are the current hardware platform, database software, database content, database tools, web portal application, web content, applications/code for standard reports available for transfer?

Answer: See response to Q19.

The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

64.) Government Furnished Materials Is there additional software (that is not included on the government furnished list) that would be required to interact with the datacenter or that would need to reside in the datacenter/mainframe environment? Are any of these additional software items not included on the EDC approved software list?

Answer: See response to Q19.

The PDAC contractor will receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

65.) Government Furnished Materials The Government Furnished Materials listing includes Web based Intelligence (WebI). Please clarify what is included in this material. Does this mean that the current WebI web based product will transition, including Business Objects and all associated logic, established reports and report query capabilities? Does this transition include the Business Objects Enterprise License?

Answer: To be provided in next solicitation amendment.

Reference – Solicitation Attachment J-10 SADMERC Workload Information 66.) Attachment J.10, SADMERC Workload Information Section #6 Data What is the current storage (gig) on Tape?

Answer: SADMERC data are not stored on tape. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

67.) Attachment J.10, SADMERC Workload Information Section #6 Data

What is the monthly CPU/processing utilization for the monthly load?

Answer: This information is not available.

68.) Attachment J.10, SADMERC Workload Information Section #6 Data

What is the monthly CPU/processing utilization for monthly queries?

Answer: This information is not available.

Reference – Solicitation Attachment J-2 Government Furnished Material

69.) Attachment J-2, Government Furnished Material What application(s) are used to perform the current statistical analysis functions for the SADMERC contract? Please describe the system architecture for both hardware and software components of the application(s). Please include the programming language, version, and licensing information for the application(s). Are the licenses transferable? Is the application(s) used for performing the statistical analysis functions contained in the Government Furnished Materials section of the RFP?

Answer: See response to Q19.

The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

70.) Attachment J-2, Government Furnished Material Please describe the system architecture for both hardware and software components for the applications listed in the Government Furnished Materials section of the RFP. Please include the physical location of the hardware, programming language, version, and licensing information for the application(s). Are the licenses transferable?

Answer: See response to Q19.

The PDAC award winner can expect to receive data in a platform-independent format (i.e. text delimited) from the data warehouse in the format currently maintained for the SADMERC contract for all DME claims from 1993 to the present. Table formats for the data will also be provided. See J-10_WorkloadData_PDAC for workload information and the attached documents for more detail concerning current SADMERC data.

Reference – General

71.) I would just like to know what the contract value for the incumbent is or if there is a newer contract number?

Answer: The incumbent contractor information is as follows:

Contractor Name: Palmetto, GBA

Contract Number: HCFA-500-93-BPO-3

Original Award Date: 1993

Total Value: The work described in the PDAC solicitation is only a portion of the Palmetto, GBA contract listed above. The recent value of the Pricing, Data Analysis and Coding portion of the existing contract are as follows:

10/01/06 – 09/30/07 $3.7 Million

10/01/07 – 06/30/08 $2.8 Million