Question and Answers 36C10B21R0003 2-4-2021.pdf

Health Information Coding, Billing and Auditing (HICBA) Encoder Software Solution and Support

Question and Answers from Solicitation - 36C10B21R0003 Amendment 0002 - 0004

February 4, 2021

Note: The answers provided below are for informational purposes, to assist potential offerors in preparing proposals, and such answers do not themselves constitute an amendment to the Solicitation. Where questions and answers necessitated such an amendment, such changes have been or will be incorporated into a formal amendment to the Solicitation. To the extent that any answers provided below conflict in any way with the Solicitation and any Amendments, the final solicitation takes precedence.

Number Reference Questions Answers

1. Section B.2, (2.)

(a.) Page 4.

Does the below statement from Section B.2 – Software License, Maintenance, and Technical Support:

need to be revised - “Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software”

No - as it is stated otherwise throughout the Amendment 0002 that VA is requesting a term based license. For example, Section B.4

Price schedule CLIN(s) X002 and Section B.5 PWS, paragraph 3.0, 5.0, 5.2, and 5.3.2.

2. Section E.10 – Proposal Submission –

We are assuming that the base period does not have a 9 month PoP or a Jan 1, 2021 award date (page 115). If so, what is the PoP for the base period and/or award date?

All offerors should propose using an estimated award date in 2nd quarter of Fiscal Year 2021. Base PoP remains

9 months.

3. PWS Section

3.0 Page 36

Request a list of the 141 medical centers and seven CPACS referenced in PWS P0002 3.0 Scope of Work

(page 36).

See attachments to Section D.

4. General a. What is the timing and frequency the contractor and the Government will perform this review?

b. It is assumed the Government will want this review performed just prior to an upcoming option period start date in order to determine the appropriate number of sites to be licensed (under CLINs x0002) for the

HICBA encoder software for that next option period, if exercised. Therefore, given there are four option periods, is

a. The Government will conduct a review with the contractor when indicated by Government business needs due to stations transitioning to

EHRM.

b. The Government may conduct a review to reduce the number of licensed sites at any time during a POP, not just prior to exercising an option period. The Government’s intent is to avoid software license costs for sites that do not require the software it the Government’s expectation to have four (4) site reviews conducted throughout the contract’s 57-month period of performance?

c. If not, what is the timing and frequency the contractor and the Government will perform this review?

due to the transition to EHRM.

c. The Government will conduct a review with the contractor when indicated by Government business needs due to stations transitioning to EHRM.

5. Price Schedule How does the Government intend to exercise task orders for CLINs x002 and x003 – monthly, quarterly, annually or on a yet-to-be determined frequency based on the VA and the contractor’s review of the number of sites that no longer plan to use the HICBA encoder due to the transition to EHRM?

CLINs X002 and X003 will be funded at the quantity of the use at the beginning of the respective period of performance. In accordance with the RFP, “Throughout the PoP the contractor and the Government, at the direction of the Government, shall review the number of sites that no longer use the HICBA encoder software due to the transition to

EHRM and adjust Schedule B (CLINs x002) by reflecting the decrease in site(s) accordingly via formal modification.” It is the

Government’s intent to reduce the quantities based on use throughout the PoP.

6. Invoicing In the interest of invoicing accuracy, VA funding and cost management, and site licensing compliance, is the

Government amenable to one of the following approaches to determining the number of sites licensed for the HICBA encoder:

a. Issuing monthly (or quarterly) tasks orders for the number of sites based on the ongoing review of number of sites that no longer use the HICBA encoder due to transition to the new EHRM?

b. Contracting for a pre-determined, minimum number of sites on a quarterly and/or annual basis throughout the PoP, with a true-up review performed at the end of each quarter to account for those additional sites licensed and live using the HICBA encoder

a. There is only one task order as a result of this RFP.

CLINs X002 and X003 will be funded at the quantity of the use at the beginning of the respective period of performance. In accordance with the RFP, “Throughout the PoP the contractor and the Government, at the direction of the Government, shall review the number of sites that no longer use the HICBA encoder software due to the transition to EHRM and adjust Schedule B (CLINs x002) by reflecting the decrease in site(s) accordingly via formal modification.” It is the Government’s intent to reduce the quantities based on use throughout the PoP.

for that quarter for invoicing accuracy?

b. There is only one task order as a result of this RFP.

CLINs X002 and X003 will be funded at the quantity of the use at the beginning of the respective period of performance. In accordance with the RFP, “Throughout the PoP the contractor and the

Government, at the direction of the Government, shall review the number of sites that no longer use the HICBA encoder software due to the transition to EHRM and adjust Schedule B (CLINs x002) by reflecting the decrease in site(s) accordingly via formal modification.” It is the Government’s intent to reduce the quantities based on use throughout the PoP.