PRE-PROPOSAL CONFERENCE MINUTESRFQ-61503-002-02 Comprehensive Medical Services Federal Correctional Institution, Tucson, Arizona A pre-proposal conference for Request for Quotation 61503-002-02 was held on Tuesday May 28, 2002. The meeting was called to order by Annette Rupp, Contract Officer at 9:00am. The following individuals participated in the conference: Annette Rupp, Contracting Officer ? Federal Correctional Institution - Tucson, AZ John Byler, Controller - Federal Correctional Institution - Tucson, AZ Kristen Ballard, Admin. Assist - Federal Correctional Institution - Tucson, AZ Judith Sutcliffe, Health Svcs. Administrator - Federal Correctional Institution-Tucson,AZ Roque Tamary, Health Svcs Assistant - Federal Correctional Institution-Tucson, AZ Manuel Vazquez, Asst Warden-Operations - Federal Correctional Institution-Tucson, AZ Kris Miller,Contract Analyst - Carondelet Health Network - Tucson, AZ Wilma Pisut, Clinical Mgr - Carondelet Health Network - Tucson, Az Suzanne Johnson, Dir Mgd Car - Carondelet Health Network - Tucson, AZ Ms. Rupp began with an overview of the contents of the solicitation package, beginning with the solicitation cover letter. Ms. Rupp stated that the date for receipt of quotation remains Friday, June 22, 2002, at 2:00pm local time. Please be aware that if an proposal is received after the deadline for receipt of offers, even if it is in the mail or sent by express mail, it will be considered late and will not be evaluated. Ms. Rupp emphasized that all offers must be delivered to the Federal Correctional Institution-Tucson, AZ to her attention. If there are any questions after the conference, the offerors can fax them to (520)574-7119 or email them to
[email protected]. Ms. Rupp noted that Blocks 12, 17a, and 30a, 30b, and 30c of the Standard Form 1449, page 1 of the solicitation, must be completed. The SF-1449 must be signed, dated, and included as part of an offeror?s proposal. Ms. Rupp gave a brief explanation of the new statement of work included in the quotation. The statement of work is Fee for Service. Preference shall be given to offerors who agree to provide comprehensive hospital services with centralized billing and administration oversight. The offeror is to provides essential medical health services to Federal offenders committed to the care and custody of the United States Attorney General. The type of professional services include Inpatient/Outpatient Facility Services, Inpatient/Outpatient Physician Services and Outpatient Physician services at FCI-Tucson. Ms. Rupp identified specialty clinics that may be conducted at the FCI. For those individuals providing services at the FCI, they are required to attend a four-hour orientation course annually. Ms. Rupp reminded everyone the Contractor should be reimbursed cost for contract staff to attend this training will paid at the pro-rated contract rate per hour. Ms. Rupp stated that it is the preference of the Government to obtain services from a facility that is accredited by the Joint Commission on Accreditation of Healthcare Organizations JCAHO). If an offeror intends to utilize a facility that is accredited by any other recognized professional accrediting body, each offeror is asked to include the documentation validating the accreditation in the proposal. Ms. Rupp initiated a discussion of the contract pricing methodology. The Bureau of Prisons prefers to utilize Medicare rates of reimbursement due to the regulated nature of these rates. Ms. Rupp discussed the benchmarks defined in the solicitation. For Medicare Part A facility services, the benchmark is the operating Federal Rate established by Metropolitan Statistical Area (MSA) 8520, Pima County, City of Tucson, Arizona. For Medicare Part B physician services, the benchmark is the Medicare Physician Fee Schedule for payment Locality 00, Arizona. For Medicate Part B facility services, the benchmark is the rates calculated by 8520, Pima County, city of Tucson, Arizona. Ms. Rupp then began a discussion of contract clauses. Ms. Rupp noted that several clauses are listed by reference in the quotation. Offeror needing a full text version of any clause should access the web page http://www.arnet..gov/far or call her. Ms. Rupp identified the Contracting Officer?s Technical Representative (COTR) clauses listing Roque Tamaray. All offerors are reminded that only the Contracting Officer and/or Administrative Contracting Officer will have the authority to change the terms or conditions of the contract. The COTR?s role will be limited to the provision of technical expertise, coordination, and monitoring the quality of services rendered. Ms. Rupp stated that the contract will consist of a base period with four 12 month option periods for renewal at the unilateral discretion of the Government. The target award date is December 5, 2002. Ms. Rupp highlighted the requirements necessary for completing the background investigations which are applicable only for the physicians/specialist performing on-site. All physicians providing on-site services will be required to attend a four-hour institution orientation. The cost for the physician to attend the orientation is the responsibility of the Contractor. Ms. Rupp identified the insurance requirements. Offerors are reminded that the Contracting Officer must receive written certification that the required insurance has been obtained before commencing performance. Ms. Rupp briefly explained that the contract covers Federal inmates, not just Bureau of Prison inmates. FCI-Tucson reserves the right to grant permission allowing United States Marshal Service (USMS), Immigration and Naturalization Service (INS), Federal Bureau of Investigation (FBI), and the Federal Correctional Institution, Safford, AZ to utilize this contract. The Contractor shall receive written notification from FCI-Tucson when permission is granted. Ms. Rupp began discussion of the solicitation provisions. Full text copies of any provision included can be assessed via the web page. Ms. Rupp discussed the solicitation information for the preparation, submission, and evaluation of proposals. Ms Rupp alerted all participants to the instructions for preparation of proposals. The four components of an offeror?s proposal (i.e technical, past performance, Small Disadvantaged Business, and price) shall be separately prepared but submitted in one package on or before the proposal submission deadline. Please be advised that an evaluation panel will be appointed who will evaluate all responses received in accordance with the quotation criteria. Ms. Rupp stated that the Government reserves the right to award without discussions. All offerors are encouraged to put forth their best efforts in the initial proposal. Ms. Rupp addressed the technical evaluation criteria. Similarly, she discussed the criteria for past performance, small disadvantaged business concern participation, and price. All offerors are cautioned to conform to the pricing methodology established in the solicitation, as offerors who vary the methodology create a situation whereby a comparative evaluation of offers cannot be completed. Thus, any offeror who varies from the required methodology will receive no consideration for price in that category(s). Ms. Rupp mentioned the Service of Protest provision. Each offeror is encouraged to contact Mr. Byler, (520) 574-7108, initially for any questions regarding the proposal evaluation. Ms. Rupp identified the representation and certifications requirements. Ms. Rupp stated that completed representations and certifications must be submitted as part of an offeror?s proposal. Ms. Rupp briefly explained the four attachments to the quotation. The meeting was opened up for any questions. QUESTION: It says that the rate of reimbursement or orientation attendance is ?at the pro-rated contract rate per hour?. What does that mean? (P6,A4) ANSWER: Pro-rated contract rate per hour. QUESTION: Hyberbaric Oxygen Therapy - only UMC does that (P8, A.4) ANSWER: The services listed are estimated only, these services may not ever be needed by FCI-Tucson. QUESTION: ?In the event of an institution emergency requiring the evacuation of FCI-Tucson?s medical/mental health inpatients, the contractor shall make arrangements to have these patients admitted..........? How many patients potentially could there be? (P8, A4) ANSWER: There are no mental inmates at FCI-Tucson at this time. QUESTION: It says ?All reports shall be provided to the COTR within two business days of the discharge or outpatient procedure.? Discharge reports are sent back with inmates, is this in addition to that? (P8, A6) ANSWER: No, as long as we get the reports within two business days you may send them back with the inmate. QUESTION: Drug Abuse Therapy. We provide Chemical Dependency Outpatient Programs but special arrangements would have to be made to provide this onsite at FCI-Tucson (P8, A6) ANSWER: These services may not ever be needed by FCI-Tucson. These services listed are estimated only. QUESTION: What is a competency assessment of non-licensed ancillary health care providers.? (P9,A6) ANSWER: This is a requirement of JCAHO.. The Clinical Director of the contractor must certificate in writing the competency of the physicians who do the on-site services at FCI-Tucson. QUESTION: The FCI-Tucson reserves the right to cancel a scheduled visit without compensation to the contractor.? All other prisons pay for less than 24 notification. (P9,A6) ANSWER: We will give 24 notification if we cancel an on-site visit. QUESTION: The FCI-Tucson may elect to conduct a pre-certification and/or consultative review of the patient through on-line electronic methods (i.e. telemedicine).? Via what medium? Who?s doing the review, our docs or FBOP docs? What is reimbursement for review? (P 10,A7) ANSWER: At this time FCI-Tucson does not have telemedicine. When it becomes available we will address these concerns at that time. QUESTION: Need current copy of FCI-Tucson local formulary. (P10,A7) ANSWER: These will be given to the contractor upon award. QUESTION: What is ?Pre-Admission Certification?? A form? A verbal authorization? (p13,A10) ANSWER: Verbal QUESTION: Says that X-Ray Interpretation and Evaluation must be done on-site, which is not the current arrangement. Is this a change? (P16, A12) ANSWER: No, the X-Rays are taken by the contractor?s on-site X-Ray Technician and then delivered to the contractor facility for reading by a Radiologist. QUESTION: What is the internal control number? (P11,A9) ANSWER: Contractor?s number QUESTION: ?Automated date processing system?. We don?t have automated billing for consolidated bills (P11,A9) ANSWER: What method you my want to use can be addressed during the negotiation phase of the bidding process. QUESTION: ?Services provided over an extended period of time to the same inmate shall be billed upon inmate?s discharge?. Can?t do this. (P12,A9) ANSWER: We prefer to be billed upon discharge, but in the event of a lengthy stay (over 6 weeks) monthly billing would be all right. This can be addressed during th negotiation phase of the bidding process. QUESTION: ?All services shall be billed by the contractor at the established rate.? The invoice will have the contracted rate. The UB-02 and HCSAs will have billed charges. ANSWER: This is okay QUESTION: What is the register number?(P12,A9) ANSWER: Federal Bureau of Prison number assigned to a federal prisoner. QUESTION: What is a delivery order number (P12,A9) ANSWER: A purchase request will be issued for each service provided. QUESTION: Says submit outpatient on HCFA and inpatient on UB?92. Should be hospital services on UB and Professional Service on HCFA. (P12,A9) ANSWER: Okay QUESTION: What about onsite clinics, is just invoice sufficient? ANSWER: Yes, invoice is sufficient. QUESTION: Propose pricing based on Medicare except for ?Other Institution Services?? (P13,A12) ANSWER: Yes. QUESTION: ?If, during contract negotiations, it is determined that a necessary service is not covered by Medicare reimbursement methodologies, a separate rate shall be negotiated for such contract service, prior to contract award.? Outpatient injectables, pharmacy? Physician services?(P14,A12) ANSWER: This should be addressed during the negotiation phase of the bidding process. QUESTION: Facility Services Outpatient visit (clarify Observation over 24 hours, or inpatient under 24 hours).(P14,A12). ANSWER: This should be addressed during the negotiation phase of the bidding process. QUESTION: Need copy of insurance for ?each health care provider?. Hospital staff? Physicians?(P24,A22 vs (P33,A25) ANSWER: Certificate of Insurance must be from the prime contractor. QUESTION: ?Contractor training and courtesy privileges may be extended to BOP medical staff...? What training? Privileges can only be extended if physician goes through hospital credentialing process and pays the fee. Only physicians can get privileges. (P31, A25) ANSWER: We would not ask for any privileges at the contractor?s facility. QUESTION: Where are ?stated contract goals?? (P34,A26) ANSWER: A2 ?Scope of Work? QUESTION: #9 - List subcontractor - our subcontractors or the other company?s subcontractors? (P34,A26) ANSWER: It would be the company?s subcontractors which you are giving as a reference to your past performance. QUESTION: Can we include FBOP on list of ten most recent, current, or complete contracts?(P35,A26) ANSWER: Yes QUESTION: Should #2 refer to A35 instead of A34?(P34,A26) ANSWER: Yes QUESTION: Solicitation Provisions incorporated by reference - any FARs that we need to fill out to include with proposal that aren?t already in there? (P43,A30) ANSWER: You can find these Provisions at www.arnet.gov/far. QUESTION: For SF294, in block 2, is that our DUNS number that is required or the subcontractor?s DUNS numbers for every subcontractor? (FAR 52.219-9,P39,A28) ANSWER: Contractor?s DUNS number is for the prime contractor. These minutes were recorded by Kristen Ballard and submitted by Annette Rupp, Contracting Officer. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within ten days. Otherwise, these minutes will stand as written. 05/29/02 Annette Rupp, Contracting Officer Date