S06 Qand A.xlsx
XLSX spreadsheet 16 KB Posted
- Attached to
- Q403--MDE On-Ramp Regions 1-4
- Solicitation number
- 36C10X21R0070_1
About this file
This document contains questions and answers regarding a Request for Proposal for Medical Disability Examinations services in Region 4. Key details include: the solicitation seeks proposals to provide medical examination services for Veterans in multiple states; proposals are due by January 4, 2022 and the contract is a one year base with four one-year options; pricing should be provided using the updated Price Schedule and Professional Compensation Plan templates provided; priority claims and last minute address changes will be notified to the contractor; and appointment no-show rates for the past year are provided for each state.
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Other files
| File | Type | Posted |
|---|---|---|
| S06 36C10X21R0070_1 0002 Qand A.xlsx | XLSX spreadsheet | |
| S06 36C10X21R0070_1 0002.pdf | ||
| S06 36C10X21R0070_1 Amendment 0001.docx | DOCX document | |
| 36C10X21R0070 0001.pdf | ||
| Solicitation Attachment A - D.1 - PAST PERFORMANCE REFERENCES.pdf | ||
| Solicitation Attachment C - Roster of Existing Exam Providers Sample.xlsx | XLSX spreadsheet | |
| Solicitation Attachment B - D.2 - PPQ.docx | DOCX document | |
| Solicitation Attachment F - Professional Compensation Plans.xlsx | XLSX spreadsheet | |
| Solicitation Attachment D - Self-Certifications of Affiliation.docx | DOCX document | |
| 36C10X21R0070_1 FINAL.pdf |
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Text version
Sheet1
| Question No. | RFP Section | RFP Page # | RFP Language | Question or Recommendation | Government Response | |
| 1 | Proposal Instructions | 128 & 129 | the proposal instructions describe a 6-page document Offerors are to submit as Volume II. However, the solicitation docs posted on Sam.gov included a document entitled “Solicitation Attachment A – D.1 – PAST PERFORMANCE REFERENCES.pdf.” This document appears to seek information similar to what is described in the proposal instructions, but there are differences. In addition, the proposal instructions make no reference to Attachment A. Can the government please clarify the documentation requirements for Volume II? | Please disregard Attachment A. The solicition has been updated to reflect the following: "Solicition Attachment A - Reserved" | ||
| 2 | 131 | the proposal instructions related to pricing (Volume IV) refer to “Solicitation Attachment E-Price Schedule”. However, no such document was included in the solicitation documents posted on Sam.gov on December 2, 2021, and we have not seen any subsequent amendments. Can the government please identify the location of Solicitation Attachment E – Price Schedule? | Attachment E can be found with the solicition document and attachments in box.com | |||
| 3 | 12 | the RFP states “Initial IT and Examiner Network build costs associated with ramp-up may be invoiced (see B.3 Schedule of Prices for definition). The RFP document does not appear to have a “B.3”. The Pricing schedule (B.2) on page 85 identifies a TBD for various ramp-up costs including IT costs but provides no other specificity or instructions. Similarly, there is no information in the RFP instructions for Volume IV with regard to how to price ramp-up costs. Can the Government please provide instructions for pricing allowable ramp-up costs? | That is a type. The Price Schedule should be Section B.3 as B.2 is the Performance Work Statement. The Solicition has been updated to reflect this change. | |||
| 4 | The RFP mentions excel templates you want submissions returned following for Attachment E Pricing Schedule and Attachment F Professional Compensation Plans. Can you provide me the excel templates you need us to use or point me in the direction where I can access them? | Attachment F can be found with the solicition document and attachments in box.com | ||||
| 5 | B.2 Price Schedule | 81 | CLIN 009C | The prostate cancer exam was recently combined with the Male Reproductive exam eliminating CLIN 009C. CLIN 009C is both in Section B.2 and on the Solicitation Attachment E - Price Schedule. Should CLIN 009C be ignored for the pricing submission? | Please disregardCLIN 009C. The solicition Price Schedule has been updated to reflect the following: "CLIN 009C - Reserved" | |
| 6 | E.1 SOLICITATION PROVISIONS | 120 | (e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately. | If an Offeror desires to submit an alternative proposal offering a price discount, how do we submit this? Could the Government please advise proposal instructions for alternative proposals? | Please label the original proposal IAW the solicitation i.e. VendorName_Price_Region_4.xlsx and any alternative proposals with _alt_# i.e. VendorName_Price_Region_4_alt_1.xlsx | |
| 7 | E. VOLUME IV – PRICE FACTOR SUBMISSION INSTRUCTIONS | 132 | In addition to the materials referenced above, the proposal shall include a Professional Employee Compensation Plan that identifies each proposed medical professional position, the local area in which the employee will perform contract work, and the proposed compensation rate inclusive of fringe benefits. | To address the requirement of "local area in which the employee will perform work", can Offerors reference "Attachment C - Roster of Existing Exam Providers" - which includes zip code to meet the requirement? | Yes, the Provider Roster is sufficient. | |
| 8 | 1.10 Ramp-up Performance | 11 | An initial draft of the Ramp-up Plan shall be submitted as part of the proposal package. | Can the government confirm that the Ramp Up Plan is outside the designated page count, to be submitted as an appendix? | Yes, that is correct. **Check if page count for ramp up. | |
| 9 | 2.11-Facility Inspection | 34 | The contractor shall inspect all facilities. | Does this need to be done in person by the contractor or will the VA accept pictures provided by the provider during time of contracting? | The contractor may inspect their facilities as they deem appropriate. MDEO requires certification that all facilities have been inspected by the contractor and meet ADA/OSHA compliance. | |
| 10 | 5.1.10-Initial TBI | 48 | The Government has requested that only four specialty providers can perform ITBI exams. | Is it possible that under the physiatrist branch can a Physical Medicine and Rehabilitation (PM&R) be used? | Only a Physiatrist under PM&R, a Psychiatrist, Neurologist, or Neurosurgeon are to be used for ITBI exams. | |
| 11 | 5.2.3-Examiner Training Records | 49 | Examiners must use the VA LMS system to complete required training. | Is it an option for the examinee to complete required training in the contractors approved LMS system? | No, all examiner training must be completed in VA's training system. | |
| 12 | Section E - Solicitation Provisions | 131 | Offerors shall complete two spreadsheets, Excel Spreadsheet 1 (Solicitation Attachment E) and Excel Spreadsheet 2 (Solicitation Attachment F), posted to SAM.gov Contract Opportunities as attachments for Region 4. | Both Attachment E and F do not correspond to the file outlined in the Price Factor Submission Guidelines. Is there a different template that should be utilized for the pricing submission? | The Government reviewed Solicitation Attachments E 'Price Schedule' and F 'Profressional Compesnation Plans' and confirmed they do align with the Price Submission Instructions in Solicitation Section E. Please note there are also PWS attachments E ' Monthly Status Report' and F 'Professional Compensation Plans' which correspond with references in the PWS, not the solicition instructions. | |
| 13 | 2.7.5 Other DBQ Requirements | "VA encourages multiple same day appointments to expedite the claims process and improve timeliness of the claims." | Are there any requirements for how much notice must be given to a Veteran before their scheduled appointment? Are there limitations for the time of day or the day of week that examinations can be scheduled for? | Yes, there are requirements for notice. Please see section 2.2.1 of the PWS/solicitation. There are no limitations for the time of day or day of week for which examinations can be scheduled. | ||
| 14 | Throughout | Schedule of Prices | The Government mentions in several sections of the RFP to "see B.3 Schedule of Prices for definition" however, there's isn't Schedule B.3 but rather B.2, can the Government clarify whether B.2 is the same as B.3? | See Government Response to Questions No. 3 | ||
| 15 | 2.12 Travel Expenses | Travel Expenses | Will the Government provide the NTE amounts for Travel per CLIN? | The Government is requesting the vendor provide the NTE amount. Please note, the Government follows 38 USC 111 for travel reimbursement. The current mileage reimbursement rate is 41.5c per mile. | ||
| 16 | C.18 | Service Contract Labor Standard (SCLS) wage determination | Please provide the Service Contract Labor Standard (SCLS) wage determination to use on this proposal. | The solicitation has been updated to remove SCA clauses. | ||
| 17 | B.2 Price Schedule | If an ESR is received for an Arthritic condition and is determined to be QTY 1 DBQ, would the Contractor bill BOTH CLIN 0001AA (General Medical – Compensation 1-5 DBQs) AND CLIN 0002B (Musculoskeletal Systems – Arthritis) or just one or the other? | The instructions received on the ESR must be followed. | |||
| 18 | Volume I - Technical Approach Factor Submission Instructions | 128 | 6) “The spreadsheet shall identify the individuals who are currently performing in the proposed region; and for all other individuals, shall provide letters of commitment indicating intent to accept the identified employment with the offeror if offeror receives award of a contract under this solicitation.” | Letters of Intent requirements for all staff favor incumbent offerors, and unevenly heighten the evaluation barrier for on-ramping offerors. Given the very tight response time and earlier than anticipated release of the RFP, please confirm that Letters of Commitment for the Attachment C Roster of Existing Exam Providers Sample are not required until project Ramp Up? | The Letters of Intent are for key personnel, not exam providers. | |
| 19 | 2.1.4.13 Address Change Modification Event Package | How much notification does the Government give the contractor in regards to a claimant’s address change if outside the 50 to 100 mile range? | ||||
| Is it a same day or within 48 hours of the government finding out before the contractor? | This could occur at any time during ESR completion. Please reference section 2.1.4.1.3 of the PWS/solicitation. | |||||
| 20 | 2.2.2 Appointment Cancelation Notification | On average in Region 4; How many Cases are canceled due to an individual not reporting for their appointment? | ||||
| If you are able to list specifics to locations, please do so. | Between December 1, 2020 and December 12, 2021 there have been 528 appointments canceled in R4 due to a “No Show.” |
The number of “No Shows” is not a precise number due to procedures put in place due to COVID 19.
MDEO provides an attachment showing the appointment cancelations broken out by state for the period mentioned.
| 21 | 2.7.13 Claimants and Claim Priority | Does the government notate that a specific claim is a priority? | ||||
| Or is that for the contractor to find out during the review process? | The Government notifies the contractor of claim priorities via a "flash" indicating the priority on the ESR. | |||||
| 22 | Attachment A+ D.1. Past Performance References | |||||
| & Volume II - Past Performance Factor Submission Instructions | The Government has given instructions for past performance requirements in Volume II - Past Performance Factor Submission Instructions however, there is no reference to Attachment A+ D.1. Past Performance References which contain different requirements | Can the Government confirm that offerors are to follow the instructions in Volume II - Past Performance Factor Submission Instructions, and exclude Attachment A+ D.1? | Please see Government Response to Question No. 1 | |||
| 23 | SF-1449, Block 8 | Request that the Government provide an extension to the due date and time to January 7, 2022 to allow all offerors fair opportunity to provide a comprehensive response to this requirement. | The Government hereby authorizes an extension of the proposal due date to 08:00 AM ET, Tuesday Jan 4, 2022. |
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