RMC RFI RESPONSES.doc

SSA-RFQ-R01-10-1001/000001

SSA-RFQ-R01-10-1001

REGIONAL MEDICAL CONSULTANT

REQUEST FOR INFORMATION (RFI)

RFI 1: The solicitation page 51 Attachment 4 states that there is a conflict in accepting MCS federal position if one is under contract with “a State agency” (sic) without indicating which agency or even which state. This exclusion in the past has ALWAYS been for individuals working for Mass DDS or other DDS, this is not spelled out. Currently at least two of the consultants are under contract with the Commonwealth of Mass( in non DDS agencies).

GOVERNMENT RESPONSE: As stated in Attachment 4 and due to changes to federal regulations Contracting Officers are required to resolve any possible conflict of interest in which potential offerors may be unable to provide impartial assistance or advice to the Government, or whose objectivity in performing the contract work might be impaired due to an organizational conflict of interest. Therefore, offerors interested in being considered for award as a Medical Consultant for the SSA are required to certify whether they are or are not providing the same medical consulting services for a State agency. Any offeror, either as a prime contractor or subcontractor to an organization, or is currently under a contract with a State agency in which the Contracting Officer determines that a conflict of interest exists must certify that he/she will resign from that position prior to award. The conflict exists only if the state agency carries out the disability or blindness determination function- (which would only be the Disability Determination Services). If someone teaches at a state university or works at a state clinic seeing patients, that is not a conflict of interest.

RFI 2: In addition on the 1449 “physchiatrist and “phychologist” are not spelled correctly and the wording reads “in the specialties of musculoskeletal etc” and all that follow are incorrect as written. The specialty is neurology not neurologist for example. Musculoskeletal could mean a number of things but should read specialty of physical medicine, orthopedic surgery, rheumatology etc depending on what is meant.

GOVERNMENT RESPONSE: The SF 1449 should read medical specialist as stated in the Scope of Work, B-5, page 9, “Region I, Social Security Administration (SSA) Medical Consultant services of licensed contract physicians, psychologists, ophthalmologist, audiologist, and speech and language pathologists.”

RFI 3: Can you clarify the options for submitting the quotation? The cover letter refers only to electronic quotations (CD copies), while form 1449 refers to both paper copies or electronic CD copies. Are both methods of submission acceptable?

GOVERNMENT RESPONSE: Paper copies or electronic submission are acceptable.

RFI 4: I understand that you will be posting your responses on the web site. May I please have instructions as to where to find the responses? Perhaps a link to the responses directly?

GOVERNMENT RESPONSE: Responses to questions will be posted in an amendment to the solicitation SSA-RFQ-R01-10-1001 and will be found on the Federal Business Opportunities website at https://www.fbo.gov/.

RFI 5: Page 1 (the form 1449) it says at the top that we need to complete blocks 12, 17, 23, 24, and 30. However, on page 62 it instructs us only to fill out blocks 17 a and b, and 30 a, b and c. Which is it? And if we need to fill out 12, 23 and 24 we will need some explanation of what we are supposed to put in there. It is not clear to me.

GOVERNMENT RESPONSE: The top of SF 1449 stating offerors to complete blocks 12, 17, 23, 24 and 30 are pre-printed instructions and not necessarily relevant to every procurement. Offerors should follow the information provided in FAR 52-212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS, located in Section E-1, page 61, of the solicitation. Specifically, E-2.1, Business Proposal, page 62 and Cover Sheet.

RFI 6: On pages 7 and 8 there are empty boxes under "unit price" and " extended price". Are we supposed to put something in these boxes? And if so, what?

GOVERNMENT RESPONSE: Follow FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEM, Section E-2.1, Business Proposal, page 62, and fill out unit price and extended price. Indicate your unit price (price per 1 unit) and the extended price (quantity x unit price). The Government’s maximum acceptable rates in B-2.

RFI 7: Pages 36 and 37: I am assuming that this is something that we do AFTER the award and that we do not have to submit these security and suitability documents with the quote. Am I correct in this?

GOVERNMENT RESPONSE: That is correct. Successful contractor is required to follow the procedures in Section C-3.14 at the time of award.

RFI 8: Pages 51 and 52: Does that really mean ANY State Agency, i.e.) hospitals, prisons, etc? Or only State Agencies that have to do with disability determinations. The RFQ seems to say different things about this in different places. This actually makes a big difference in that we have now several good consultants who work in various kinds of State Agencies. Can exceptions be made? How would this be negotiated?

GOVERNMENT RESPONSE: See RFI 1. Currently there are no exceptions for this policy and therefore it is not negotiable.

RFI 9: Can we append additional pages? i.e.) a page 57A to expand on training, or a page 54A to expand on Regional Office experience (which I assume means our work in the DQB as well as what we do for the RO directly).

GOVERNMENT RESPONSE: You may include information to expand on training or Regional Office experience, however, you are still required to fill in the information required on Attachments 5 and 6.

RFI 10: The last pages 63-76: Do we need to fill anything out here? It seems to me to be redundant with the Online Reps and Certs (ORCA) that we maintain. I just got a notice to update mine and will do that soon.

GOVERNMENT RESPONSE: The Government is required to include FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS in all solicitations. Contractors do not have to include the FAR 52,212-3 fill-in with their offer if the representations and certifications are applied under the Online Reps and Certs (ORCA) unless there has been an update that is not reflected in the ORCA at the time of offer submission. In that case contractors are required to indicate the update in subparagraph (b). ORCA is required when registering in the Central Contractor Registry (CCR). If an offeror is not registered in ORCA at the time of submitting an offer, the contractor will be required to fill in the FAR 52.212-3 provision and apply representations and certifications in ORCA prior to award.

RFI 11: I did not find a NAICS code for psychologists. Is there one? (I am a psychiatrist and am all set with it, but we have many psychologists who currently are consultants and some who I think will be applying.)

GOVERNMENT RESPONSE: The NAICS for this solicitation Physicians Offices (Mental Health) 62112, Section E-2, page 61.

RFI 12: Will be able to submit the quote in hard copy by mail or by hand (which I plan to do)?

GOVERNMENT RESPONSE: Paper copies or electronic submissions are acceptable. It is not advisable to hand carry the CD to the Federal Building in the event the Contract Specialist is not available to receive it. Mail offer to the address provided in the cover letter.

RFI 13: When do you plan to post the RFQs for the RMA positions?

GOVERNMENT RESPONSE: The RMA solicitation will be posted at some time in the future. The Government does not have a time scheduled.

RFI 14: I am a psychiatrist in the area and am very interested in applying for the disability reviewer position listed on 4/30. I was wondering what are the hours for the position, are there benefits and approximate salary. I tried to find this on the website with no luck. Thank you so much for your time and consideration.

GOVERNMENT RESPONSE: The solicitation contains the scope of work for medical consultants. This is not an advertisement for a position. The Government is contracting through a Blanket Purchase Agreement for medical consulting services of licensed medical professional. The method of payment is “pay per case” as described in the solicitation.

RFI 15: I am currently providing medical consultant services to SSA under the above contract, which was awarded in 2009. I am aware of the posting of SSA-RFQ-R01-10-1001. I have not been apprised of any changes in the current contract, but am aware of the deadline of the above RFQ . My question is whether the government plans to change my current contract and if so would it be in such a way that necessitates a response the above RFQ in the timeframe outlined.

GOVERNMENT RESPONSE: If you are currently operating under a contract option year which expires after September 30, 2010, you would not be eligible for this RFQ. If you are working on an extended option which expires on or before September 2010, you may be interested in solicitation SSA-RFQ-R01-10-1001.

RFQ 16: I am leaving on a 3 week vacation this Wednesday and will not return to the office until June 1, 2010. Furthermore, I will not have access to e-mail during that time and so will not be able to respond to any notices regarding the new contracts. How do I handle this? How do I deal with the June 1 deadline?

GOVERNMENT RESPONSE: Due to the number of questions the due date for the quotes will be extended by this amendment.

RFI 17: The status of those of us in option years is unclear and we do not know if we are expected to respond to the RFQ at this time. If we are, I could not do that on the 6/1/10 deadline. Do you have any information about this yet? And can you tell me how I will be able to handle changes in June?

GOVERNMENT RESPONSE: Contractors currently under a contract or option to a contract which expires after September 30, 2010 are not eligible for this solicitation.

RFI 18 : In reviewing the BPA, I cannot find the BPA# that is asked for on page 6 of the document. Is that the same as the SSA-RFQ number?

GOVERNMENT RESPONSE: The BPA # will be filled in by the Contracting Officer at the time of award and it will be a different number from the SSA-RFQ.

RFI 19: The order period numbering on pages 7-8 is different from the numbering on pages 9-10. The numbering on pages 7-8 jumps from Base Period to Period Two, lacks Period One and adds Number Five whereas pages 9-10 list data in numerical sequence. This is confusing. Can you change that?

GOVERNMENT RESPONSE: The Base Period is the first period and the remaining periods following according to date order. Therefore, the Base Period is first regardless of whether it is represented as 1, one, I or left blank. The Maximum acceptable rates will be changed to reflect the following:

MAXIMUM ACCEPTABLE RATES PER CASE:

$73.40 per Case for the Base Period One

$82.94 per Hour Case Review for the Base Period One

$74.50 per Case for Ordering Period Two

$75.62 per Case for Ordering Period Three

$76.75 per Case for Ordering Period Four

$77.90 per Case for Ordering Period Five

MAXIMUM ACCEPTABLE RATES PER HOUR (ADDITIONAL SERVICES)

$82.94 per Hour for the Base One

$84.18 per Hour for Ordering Period Two

$85.45 per Hour for Ordering Period Three

$86.73 per Hour for Ordering Period Four

$88.03 per Hour for Ordering Period Five RFQ 20: I respectfully request that the deadline for submission of the RFQs be postponed to Thursday July 1, 2010.

GOVERNMENT RESPONSE: At this time the due date will be extended to Monday, 3:00PM EST on June 17, 2010. Any future amendments to this date will be based on the Government’s needs.

RFI 21: Can one apply for a position as an RMC for SSA if one does work as an M.E. for SSA in the ODAR, or is that a conflict of interest for the federal government?

GOVERNMENT RESPONSE: Since the DDS assistance cases and DQB reviews are done before potential ODAR involvement, work as an M.E. for ODAR is NOT a conflict of interest for us in awarding an RMC BPA. However, ODAR may determine that working on the initial and reconsideration cases and doing DQB reviews constitute a conflict of interest for the M.E. position and one may lose the M.E. position.

RFI 22: With regard to the proposal requirements, is an electronic quote (CD) necessary or is a mailed paper copy sufficient? If so, should it be sent with signature required or is there another way to make sure it has been received?

GOVERNMENT RESPONSE: Paper copies or electronic copies are acceptable. All documents requiring signature must be signed.

RFI 23: Pg 5 – should this be signed for the submission?

GOVERNMENT RESPONSE: Will be signed at the time of award.

RFI 1 24: Pg 6 – should the blanks in the first paragraph be completed for the submission?

GOVERNMENT RESPONSE: To be filled in at the time of award.

RFI 25: Pg 7 B-1 first paragraph – what goes in the blank after “SSA” in the first paragraph?

GOVERNMENT RESPONSE: Insert Region I.

RFI 26 : Pg 7; B-1 Initial Orientation rate?

GOVERNMENT RESPONSE: This does not apply to RMC currently under contract with SSA Region I.

RFI 27: Pg 7 and 8; B-1 Order Period II through V – do not correspond to period numbering in B-2 (pg 9).

GOVERNMENT RESPONSE: See RFI 19 above

RFI 1 28: Pg 20; C3.4 leave blank if individual DBA is a sole proprietor.

GOVERNMENT RESPONSE: A company hiring employees for this BPA must provide the information contained in C3-4. If you are self-employed, this does not apply to you.

RFI 29 : Pg 21; C3.6 Monthly invoice – are the payment terms to be net 30 days?

GOVERNMENT RESPONSE: The payment terms will be Net 30 days.

RFI 1 30: Pg 22, Note 1 – “shall not submit invoice prior to completion of service. What does this refer to?

GOVERNMENT RESPONSE: A case must be completed before an invoice can be accepted and payment made.

RFI 31 : Pg 23; C3.9 Time of Performance. Does this section mean that advance authorization will be needed to work Saturdays and holidays?

GOVERNMENT RESPONSE: Yes and that arrangement are made through the Contracting Officer’s Technical Representative (COTR).

RFI 32: Pg 37; C3.14 Required Forms – are these required at the time of response to the solicitation or after an award?

GOVERNMENT RESPONSE: At award to successful contractor.

RFI 33: Pg 48; Attachment 1 – Available Hours – is there a minimum or maximum number of hours?

GOVERNMENT RESPONSE: There is no minimum/no maximum.

RFI 34: Pg 54 – Average Hours – is this an average over one year to include vacation plans or average hours for weeks worked?

GOVERNMENT RESPONSE: This is referring to specific disability program experience. State your average weekly hours of worked excluding vacation. This can be an estimate.

RFI 35 : Pg 58 – What are more than three positions need to be summarized: an attachment? A copy of this page?

GOVERNMENT RESPONSE: Page 58 is a part of Attachment 6 Qualification Data.

RFI 36 : Pg 62 SF 1449

Section 17a What information is to be included?

GOVERNMENT RESPONSE: Block 17a should reflect your business name and address as it appears on the Central Contractor Register (CCR).

What is the Code?

GOVERNMENT RESPONSE: Cage Code from CCR.

What is the Facility Code?

GOVERNMENT RESPONSE: Applies to manufactures that have multiple facilities.

Where should Duns Number be recorded?

GOVERNMENT RESPONSE: On the CCR and ORC RFI 37 : Pg 63; E-4 FAR Provisions – Line 1 refers to paragraph (b) – indentation and numbering is confusing. Where this referring to pg 65, bottom: paragraph (b) found?

GOVERNMENT RESPONSE: (b) is located at the bottom of the page it begins with (b)(1).

If ORCA is up to date does this mean pages 66-76 do not need to be completed

GOVERNMENT RESPONSE: See RFI 10 RFI 38: If we submit paper quotes (which I plan to do) -- how many copies do you want us to deliver to you?

GOVERNMENT RESPONSE: Submit 2 paper copies RFI 39: NAICS number:

I began to update my ORCA (which expires at the end of June) and noticed that the NAICS number that I have used in the past is 541990 "all other professional, scientific and technical services". That is the number in my CCR and in ORCA. I must have been specifically instructed in the past to have used this number, otherwise it would not be there in both places.

Now I notice also on page 61 of the present RFQ that there is a different NAICS number listed, 621112 "Physicians Offices (mental health)". I am not able to figure out why that number is listed there and what we are supposed to do with it.

Do I have to go into the CCR and change the number to 621112 so that I can then change it in ORCA to 621112 and then use 621112 in the RFQ?

GOVERNMENT RESPONSE: The NAICS code is used to determine small business size. If you currently do not have this NAICS on your CCR you can add it to the CCR and ORCA. This is not a complicated process and you don’t have to change the NAICS which is currently on the CCR. The NAICS 621112 will be a factor should you exceed the maximum size limitation to be considered a small business.

RFI 40: What are we to use for the "Blanket Purchase Agreement (BPA) #"

GOVERNMENT RESPONSE: See RFI 18 RFI 41: What do I use for the "TIN" ? (appears to ask for 9 numbers)

GOVERNMENT RESPONSE: All government contractors are required to have a Tax Identification Number (TIN). The TIN should be reflected in your CCR account.

RFI 42: For people within the SSA Disability system, would it be sufficient to provide email addresses and phone numbers?

GOVERNMENT RESPONSE: It is unclear what you are referring to. If you are referring to information required on a form, you must provide the information as requested.

RFI 43: On page 59 (at the top)

What is meant by "training experience'?

Would this be training we have received? Training we have done?

If I were to be complete about this it would go on for pages and take several days to assemble the information.

I have always gotten training (continuing education already listed on page 57A, at the Red Cross) and have always been involved in training others (in my SSA positions, at the Red Cross)

Perhaps a general statement?

GOVERNMENT RESPONSE: Training is professional training you have presented in your field. It can be training to other MDs, professionals, students, lay audiences. Red Cross Course won’t matter. You wouldn’t go back more than 5-10 years.

RFI 44:

How are these services currently performed?

Under contract?

If so, who is the contractor(s)?

GOVERNMENT RESPONSE: Yes services are currently performed under individual IDIQ Task Orders. Currently work is performed under individual IDIQ Task Orders.

There are currently 13 individual IDIQ contracts with a base and 4 option years. Each contractor works as a sole proprietor.

What are the contract number(s)?

GOVERNMENT RESPONSE:

SS01-06-60009, SS01-05-60001, SS01-06-60008, SS01-05-60002, SS01-08-60001,

SS01-08-60007, SS01-06-60005, SS01-06-60000, SS01-06-60006, SS01-05-60006, SS01-06-60004, SS01-06-60002, SS01-06-60003

RFI 45: Where will work be performed – place of service.

GOVERNMENT RESPONSE: As stated in the solicitation statement of work, the work will be performed in Boston, MA.

RFI 46: Will it be possible for the doctors to work from DC or Northern Va.

GOVERNMENT RESPONSE: No RFI 47: The specialty mentioned are : Cardiology, Internal Medicine, Neurologist, Psychiatrists etc. Does the work require MDs of each of these specialty or a MD in Internal Medicine can do the consultant services for other specialty.

In the requirement one of the specialty mentioned is Musculoskeletal, is it same as Ortho or is it Physiatry/ PT.

GOVERNMENT RESPONSE: See RFI 2 RFI 48: On page 9, under 'Maximum Acceptable Rates' section, it outlines rates for 'completed' case assessments'. How is the word 'completed' being defined? Is it when I finish a case? Is it when it leaves the SSA DDS office? Or what?

GOVERNMENT REPONSE: A completed case is defined as a case that has cleared that MC’s queue. For DQB cases, an individual doctor gets paid only once for a case review when it clears that MC’s queue. For DDS cases, an individual doctor gets paid for each assessment on the case, unless it was a doctor’s error or a clarification was needed.

RFI 49: It states that an application can be sent to you via electronically (CD), not faxed. Can hardcopy applications be sent to you via the US mail?

GOVERNMENT REPONSE: Paper copies and electronic submissions are acceptable. No Fax copies will be accepted.

RFI 50: Is this request intended for individual applicants/contractors or group practice/corporation? Can an individual apply for a position within this request?

GOVERNMENT RESPONSE: The Government welcomes all interested parts who can provide the requirements as stated in the solicitation. Therefore, an individual can provide an offer to this solicitation.

RFI 51: On page 7 of the solicitation under the Base Period Block, it lists 2,000 independent case reviews, 300 additional hours, and the orientation. If the orientation is 340 hours, should I subtract 300 hours from the case reviews or additional hours or is the 340 hours its own entity over and above the other numbers quoted?

GOVERNMENT RESPONSE: The 340 orientation hours do not have to be subtracted from the independent case reviews nor from the additional non-case hours.

RFI: 52: I have worked in Massachusetts for the state Disability Determination Services since 2000. After reviewing the application for the federal position, I have a couple of questions about my eligibility.

Page 13of 13 First of all, I am board certified in family medicine and I noticed the solicitation refers to internal medicine and not family medicine. Is this an issue?

In addition, I currently work for the state in two different positions. I am a contract employee at DDS. In addition, I work for Mass Health which is part of UMass Medical School. Would I have to resign from both state positions?

GOVERNMENT RESPONSE: Family medicine MDs , internal medicine MDs, family practice MDs, Doctors of osteopathy, as well as MDs with specialties meet the requirement.

You would have to resign from the DDS position.

Regarding the MASS Health, there is not enough information provided to make a determination. If the Mass Health work involved making medical decisions on SSA/SSI applicants/beneficiaries, there would be a conflict of interest; if you are involved in policy matters, then it would not. More details would have to be known to make a decision on whether it would constitute a conflict of interest.