Questions_and_Answers_-_Healthcare_Accreditation_Services_-_set_3.pdf

Federal Bureau of Prisons

Healthcare Accreditation Services

RFPP070016NAS0919

Questions and Answers

Set 3

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Question: Attachment 1 Price Schedule Second Paragraph states, in the Base year, approximately 1/3 of institutions will pay Administrative Fees. However, in option year 1, a cumulative total of approximately 2/3 of institutions will pay Administration Fees. In subsequent option years, all accredited or accreditation-seeking institutions will pay Administrative Fees.

During the base year, approximately 1/3 of institutions will be surveyed. Thus 100% of institutions in the base year will pay the administrative fee. In the first option year another 1/3 of the institutions will be surveyed for a total of 2/3 of all institutions. Thus the administrative fee will be applied to all participating institutions in the base and first option year, is this correct?

Answer: No. The administrative fee will only apply to the 1/3 of institutions seeking accreditation in the base year. In option year 1, 2/3 of institutions will pay the administrative fee, i.e., 1/3 of institutions seeking initial accreditation and the 1/3 of institutions maintaining accreditation obtained in the base year. In option year two, all institutions will pay the administrative fee, i.e. 1/3 of institutions seeking initial accreditation and the 2/3 of institutions maintaining accreditation obtained in the base year or option year 1.

Question: Attachment III SOW, Objective paragraph states, a contract for Healthcare Accreditation Services is required to enable the continued evaluation of its healthcare programs by a nationally recognized, external source that has accreditation standards applicable to the scope of medical services provided at Bureau institutions.

Have the healthcare programs been evaluated by an external source that has accreditation standards applicable to the scope of medical services provided at Bureau institutions previously.

Have they received any recognition such as accreditation? Do any of them have current accreditation or recognition? If so what accrediting body performed the review and awarded the accreditation? Will the accreditations expire during the term of this contract?

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Is there an incumbent contractor providing accreditation or accreditation preparation services?

Have any of institutions taken steps to prepare for an accreditation review?

Answer: Currently, the BOP has accreditation services with The Joint Commission.

Question: Attachment III Statement of Work Section 1 Requirements, 4th bullet states: Ongoing monitoring of Bureau institution information.

Please clarify this requirement. During what timeframe is the contractor required to monitor Bureau institution information?

What information is required to be monitored? How will the contractor be made aware of the existence of the information?

Are the contractor actions intended to be performed during the pre-survey period as part of the support to the institutions in preparing for the survey?

Answer: Monitoring for initiating or maintaining health care the accreditation occurs year round as soon as the Bureau institution applies for accreditation. The ongoing compliance monitoring depends on the contractor’s requirement for standards compliance. Examples of monitoring activities include having the contractor assure that Bureau institutions properly complete accreditation applications, submit complete and timely updates and responses to survey findings, and any other specific tasks required by the accrediting organization to maintain accreditation status. Typically, monitoring activities will occur via the contractor’s electronic website. Contractors not having electronic monitoring systems will describe their monitoring system in their plan.

Question: Attachment III Statement of Work Section 1 Requirements. The contractor shall provide training and

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There is not a separate line in the Pricing Schedule for Training and Education, will Training and Education be included as part of all surveys?

This is the only reference to residential training, please clarify the requirement. What is the goal of the training, who is the audience, when will the training be provided, what topics will be addressed in the residential training sessions?

The paragraph references residential training. Does the Government require the contractor to be in residence at the institution? If so, for what period of time?

Answer: There will be a separate cost to provide these services.

The training includes updates in standards, compliance and monitoring accreditation activities.

Question: Attachment III Statement of Work Section 1.

Requirements. The last sentence requires all of the requirements to be addressed in 5 pages. However, Attachment V Instructions for Submission does not contain this limitation on the number of pages.

Is it the Governments intent that the response to Section 1 Requirements be limited to 5 pages? There are 3 pages of requirements. To address the requirements with more than an inadequate compliance statement will require more than 5 pages.

For example, describing how the bidder’s accreditation standards apply to the scope of services for each institution, as required, is a multiple page response.

Answer: The Bureau will revise the page limitation for the Requirements Section to 8 pages. Contractors are encouraged to use bullets rather than narrative format where applicable to consolidate and clarify information.

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Question: Attachment V Submission Instruction Technical Proposal. The second bullets states, compliance with the complete Statement of Work however in Attachment III SOW Section 1 Requirements first paragraph. It states:

The plan shall itemize fees for an initial survey, accreditation renewal survey, special survey, and administrative costs. The administrative cost for continuous support includes, but is not limited to:

• Assistance completing initial application for accreditation.

• Ongoing standards interpretation.

• Assistance with survey preparation.

• Ongoing monitoring of Bureau institution information.

• Training and technical assistance for Bureau users of automated vendor systems.

• Assistance with report completion and interpretation.

The inclusion of fees in the technical proposal is in conflict with Attachment V Instructions for Submission; Submission Instruction paragraph 3 states, Pricing shall not be included in the Technical Proposal.

Please clarify this requirement. Should pricing, i.e. fees be included in the technical proposal? If fees are not provided, is this requirement section deleted in its entirety? If not, what information does the Government want in response to this requirement?

Answer: The pricing for assistance with survey preparation and other functions should not be included in the technical proposal

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Question: Attachment III Statement of Work Section II.

ACCREDITATION SURVEY REPORTS Third Paragraph states, the contractor shall provide the Bureau with a written analytical report on the performance of all the institutions surveyed each fiscal year by October 15th of the succeeding fiscal year. There are no delivery instructions. To whom should the report be delivered?

In Attachment 1 Pricing Instructions, there is no line for this item? Where should costs associated with the production of this report be included? For primary care? For secondary care?

Answer: The analytical report can be sent to the Chief of Quality Management in Central Office, Washington, DC. The reports should be part of the accreditation services and there should not be any additional cost associated with this requirement.

Question: Attachment IV Evaluation Criteria number 6. Offerors shall submit documentation of a point of contact or liaison to coordinate and schedule all survey activity with the COR.

Please clarify the documentation required to fulfill this requirement. Does a name, title, and phone number meet this requirement fully or is additional information desired.

Answer: Yes, a name, title, phone and e-mail of the Bureau account representative for the Bureau will be sufficient.

Question: Attachment V Submission Instruction Technical Proposal First Bullet states, the file should not exceed 14mb.

In the third paragraph of the submission instructions it states, The Bureau’s e-mail system is configured for 14 MB; however, multiple e-mails may be necessary for submission.

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May the bidder submit multiple files of 14MB or less to meet the requirements of technical proposal?

Answer: Yes, multiple files of 14MB or less is acceptable to meet the requirements of the technical proposal.