Questions_and_Answers_-_Healthcare_Accreditation_Services_-_rv_set_2_2.pdf

Federal Bureau of Prisons

Healthcare Accreditation Services

RFPP070016NAS0919

Questions and Answers

Set 2

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Question: There is mention that as new institutions and/or change in the mission of current institutions that the contractor shall allow additions and deletions of accreditation services. Will there be caps or timelines associated with the potential future addition of facilities or viable out-clauses should the mission of the Central Office or a specific facility fall outside the mission and scope of our organization?

Answer: The Bureau will rarely add new institutions and does not anticipate changes in mission for the current 80 institutions covered in this solicitation. This stipulation is inserted to provide flexibility if inmate health care needs shift over time as inmates age in place or health care advancements result in more effective interventions.

Question: Does the Bureau of Prisons anticipate inserting any clauses for penalties or set-backs in the event that the aggressive survey schedule cannot be adhered too (for whatever reason)?

Answer: The Bureau will not insert any clauses “for penalties.” There are clauses that do protect the government in cases of poor performance and/or non-performance.

Question: The Statement of Work stipulates that the contractor will provide a full written final accreditation decision report outlining surveyor findings. This final accreditation report is due within 6 weeks. Later the same indicates that a final report is due within 60 days. Does the "Survey Report Steps" include an initial verbal summary of findings, a final report within 60 days and then an accreditation ruling within 6 weeks?

Answer: The time frames apply to different activities. "6 weeks" refers to submission of an individual institution's survey report to that institution's Warden with copies to specified recipients. "60 days" refers to submission of a report associated with a "special survey" such as a "for cause" survey when the accreditation organization has to investigate a formal complaint or the organization has grave concerns about an institution's safe delivery of health care.

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Question: The Statement of Work states that the contractor shall provide the Bureau with a written analytical report. It goes on to state that the report will offer an analysis on how Bureau accredited programs compare with other individual or healthcare systems nationally. Would they be looking for a comparison to other correctional health care settings or community settings?

Answer: The Bureau typically benchmarks its performance against community health care services, but would be amenable to benchmarks related to correctional health care performance.

Question: In regards to special security and clearance requirements, what level of clearance would be indicated for both the survey process and consulting work? Is the Bureau or the contractor responsible for getting the security clearances completed, and at whose cost?

Answer: The solicitation included the 52.24-403-70 Notice of Contractor Personnel Security Requirements (OCT 2005) which addresses security concerns for federal facilities. Since surveyors need access to personal health information, they must successfully complete a Minimum Background Investigation (MBI) which includes the bulleted items listed in the SOW on page 7.

Consulting on-site that requires access to PHI would also require an MBI. Consulting services provided at a conference/training program held at an institution and would not require access to PHI would need a National Agency Check with Inquiries (NACI) for the presenter(s). The Bureau is responsible for the cost of the security checks.

Question: The RFP also indicates that a standard fingerprint form is to be utilized. Who is responsible for the cost of fingerprinting?

Answer: The Bureau is responsible for the cost of the fingerprinting.

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Question: If urinalysis tests are required for the surveyors, the Statement of Work stated that the test shall be administered at the closest Bureau facility where work is to be performed.

When would this be conducted? Would it be expected on the first day of the survey? Would a urinalysis be required before each survey or on some set time interval such as every 6 months or annually? Would there be a cost to the contractor or consultant for the urinalysis testing?

Answer: The urinalysis must be conducted prior to the delivery of services, and the cost is covered by the Bureau.

Question: The RFP indicates that all information be submitted in electronic form and typed. Clearly, the Past Performance Questionnaires need to be filled out by past clients and requires "circling" scores on performance indicators. Is it appropriate for these documents to be sent electronically, as is? If not how would you like the contractor to report their evaluation?

Answer: The past performance questionnaires can be scanned and sent electronically if the forms need to be printed in order to provide the "circling" scores manually.

Question: Is BOP Contracting Officer's Representative (COR) still Tushar Patel, Chief Quality Management? If not, who will be?

Answer: Tushar Patel, Chief of Quality Management will be the COR for this contract.

Question: What is the BOP's definition of a "special survey"?

Answer: Special surveys are defined in the last paragraph on page 3 as surveys for the purpose of following up on post-survey corrective action implementation, investigation of complaints by third parties, or vendor-initiated quality control assessment.

Health care accreditation organizations may have different terms for these special surveys, e.g. focus survey, "for cause" survey, etc.

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Question: Will the government consider an alternate pricing structure, one that aligns with the contractor's established practices?

Answer: In negotiated procurements an alternate pricing schedule will be evaluated. Any schedule submitted must be in accordance with the terms and conditions of the contract, and cannot alter the type of contract as described within the RFP.

Question: May the contractor propose a subcontracting plan for technical assistance, education, survey preparation, etc. (i.e..

those activities which are not core accreditation activities)?

Answer: Yes, they may utilize other resources as long as there is no conflict of interest.

Question: Will request for technical assistance, education, survey preparation, etc. be separate Task Orders or integrated with Survey Task Orders?

Answer: Technical assistance including survey preparation is included in the administrative fee. Requests for training sessions will be done in a separate task order.

Question: How much advance notice will be given for each Task Order?

Answer: Advanced notice time frame will depend on the given task and will be coordinated by the Bureau CO and vendor representative.

Question: What is the expected time between award and the first Task Order?

Answer: Upon the notice of award, the awarded contractor will be advised when the commencement of work shall begin.