The purpose of this amendment to Request for Quote (Solicitation) Number: 36C25718Q9071_1 is to provide the answers to questions submitted from potential offerors and to extend the response date for all quotes/proposals submissions from qualified offerors. QUESTIONS AND ANSWERS Can our contractors work remotely? An onsite presence is needed. What registry software do you use? VA Oncotrax What is your annual caseload (analytic and non-analytic)? Approximately 1000 - 1200 cases per year; however, it is uncertain if current numbers reflect undercounting because the registry is behind. How many seats do you have available on your software? There is not a limit to how many seats are available in the software When is your survey? 2020 Can CTR s attend cancer committee remotely? In person presence, consultation and leadership needed. Do you supply equipment, or can we use our own computers? Use of VA equipment is necessary to comply with information security requirements. On page 1 of the Combined Synopsis/Solicitation Notice, the Response Date listed is 06-27- 2018. On the bottom of page 5 of the same document, the response date is listed as Monday, June 25, 2018. Which date is correct? June 25 is the day all questions should be submitted, but the solicitation window closes June 27. (This date is now revised) Beginning on page 6 of the Combined Synopsis/Solicitation Notice, under Price Cost Schedule, Base Year, and repeated in Option Years 1 4, the number of hours listed for Project Management each year is Approx. 400 . Based on the duties and responsibilities outlined under Project Management on page 11 as well as our extensive experience working for a variety of cancer registry clients and creating detailed work plans, we believe this number to be an extremely low estimate. How much variability is possible in this category in terms of number of hours allocated for this service each year and are there provisions to modify the contract to add additional project management hours if necessary? Initial market research indicated that this may be adequate; however, the number is an approximation and additional hours may be appropriate. We ask that potential vendors detail specifically the services they will provide. On the bottom of page 10 of the Combined Synopsis/Solicitation Notice, under Description of Services, Scope of Work, no annual case load is given. What is the annual case load for VANTHCS? Approximately 1000 - 1200 cases per year; however, it is uncertain if current numbers reflect under-counting because the registry is behind. On the bottom of page 10 of the Combined Synopsis/Solicitation Notice, under Description of Services, Scope of Work, it is stated that there is currently an 18-month backlog in abstracting. How many cases are in the backlog? Approximately 1500 - 1800 cases. On page 11 of the Combined Synopsis/Solicitation Notice, under Duties and Responsibilities, part a.i.5 states Follow-Up as one of the General Registry Operations; however, no Follow- Up Activities are spelled out within the rest of the Scope of Work. Where would these be included or can you provide a detailed breakdown and description of tasks contemplated? VANTHCS is a ACoS accredited facility and should follow ACoS guidelines for follow-up.1. Guidelines for follow-up ACoS requires Cancer Registry follow-up of all analytic cases annually-one year from the date of last contact. Follow-up is considered delinquent if the date of last contact is greater than 15 months. ACoS requires that a completed follow-up is documented within the follow-up interval. The important point to remember is that once follow-up has been initiated; it must be continued until information has been obtained. The follow-up file should be checked routinely to determine which cases need further action. In order to give 100% QA to follow-up cases when the lists of patients are generated for follow-up, the abstracts will be checked for correctness. On page 13 of the Combined Synopsis/Solicitation Notice, under Quality Control, part cc. states: The managing registrar will perform regular quality checks of the contractor s work ; part i.e. states: The managing registrar at the VA facility will conduct regular quality checks on the contractor s work. Is VANTHCS looking for a full outsource solution to include a registry manager, or does VANTHCS already have a registry manager on staff? What other additional resources are currently in place at the VANTHCS performing registry services? VANTHCS currently has two registry staff. A full outsourced solution is needed at this time, including consultative expertise in support of Cancer Committee and Accreditation activities. Original Quote Submission Date/Time: Quotes must be received no later than Wednesday, June 27, 2018, Noon CST. Email your quote to
contact@example.gov and
contact@example.gov. The subject line must specify (36C25718Q9071_1 - Cancer Registry Services). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Revised Quote Submission Date/Time: Quotes must be received no later than Thursday, June 28, 2018, Noon CST. Email your quote to
contact@example.gov and
contact@example.gov. The subject line must specify (36C25718Q9071_1 - Cancer Registry Services). There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.
