Questions and Answers.docx

Q1. (Solicitation Page 13): Task 3, #9 of the SOW requires a training plan and workshop for audits (Deliverables 3.4, 3.5, 3.6).

0. How often are audits expected?

0. Is this required for each audit?

0. Will a CLIN be added for the workshop, or should this be included in the Audit CLINs?

A1. Audits are required monthly. The training plan and workshop are intended for the contractor’s employees. These audits will not require a CLIN, nor be part of the audit CLIN.

Q2. (Solicitation Pages 6 & 13): Under “Quality Control and Performance Metrics”, turnaround time is stated as to be on the Individual Task Orders. However, under “Schedule and Reporting Requirements”, turnaround time is stated to be 72 hours from receipt by the Contractor. Can you clarify the turnaround time expected for coding each type of encounter/PTF?

A2. For Inpatient Facility, Inpatient Professional, Outpatient, and Surgery CLINS: 72-hour TAT with a maximum TAT of 5 days or 120 hours. For Audit Inpatient Facility, Audit Inpatient Professional, and Audit Outpatient CLINS, TAT will be determined on an individual task order.

Q3. (Solicitation Page 13): Under “Reporting Requirement”, a quarterly report is to be submitted to the National HIMS Cor. It refers to an “Attachment B”. Can you provide this attachment?

A3. We have looked into this requirement and found that it does not exist for the Contractor as written. The following language in Solicitation Page 13 at Reporting Requirements is removed:

Quarterly, the Contractor shall provide a summary report (Attachment B) to the National HIMS COR. This report covers only work referred to the vendor based on a contractual agreement through the TASK ORDER. The Contractor may propose modifications to the reporting requirements to the National COR.

Q4. (Solicitation Pages 6 & 15): Under “Required Contract Coder Education and Experience”, the requirement for Contract Coders is 1-year coding experience and Supervisory coders require 2-years’ coding experience. However, under “Schedule and Reporting Requirements”, The requirement is 2-5 years of VA Hospital experience. Can you clarify the coder experience requirement?

A4. The requirement for Contract Coders is 1-year coding experience and Supervisory coders is 2 years’ coding experience. 2-5 years VA coding experience is preferable.

Q5. Is there an incumbent?

0. If so, what is the contract number?

0. If so, what was the total contract amount?

A5. Only questions regarding the solicitation and the requirements therein will be answered.

Q6. In the B.3 Price/Cost Schedule, what is included in Item Numbers 0001, 1001, 2001, 3001, and 4001?

A6. These Item Numbers are the summation of the sub-Item Numbers. For example, Item Number 0001 is inclusive of 0001AA, 0001AB, and 0001AC. You may leave the Unit Price blank for these primary Item Numbers and add the sub-Item Number amounts to enter in the respective primary Amount. To illustrate:

$ 41,652.00

Item Number 0001 represents the projected needs for the James J. Peters VAMC (Bronx, NY) during the first year. Note: Enter the Unit Price and the Amount in the sub-Item Numbers.

Q7. (Solicitation Page 14) Who is consider key personnel?

A7. Key personnel would include contract coders, auditors and management personnel.

Q8. How many personnel is currently on the contract?

A8. The numbers of coders needed will depend on the volume of work. The contract company needs to have sufficient coders and staff to meet the needs of the individual facilities.

Q9. Are coders working from Contractor facilities during COVID-19 or are they teleworking from home?

A9. With the current Contractor, contract coders have always worked from home, but this arrangement is solely the responsibility of the Contractor.

Q10. Will the Government confirm if they are looking for a temporary staffing or on-call solution?

A10. The contract coding company will be utilized as needed per the individual sites. For example, the Bronx utilizes the contract when there are vacancies, overflow work, backlogs, and/or for leave coverage.

Q11. Does the subcontractor also need to provide 3 past performance evaluations?

A11. Yes.