Q-A RFQ QUESTIONS 36C24524Q0698.docx

36C24524Q0698 Q-A RECVD ( RED identifies answers provided )

1. What is required for the ‘proposal response’?

See Statement of work for requested items to include in quote with best pricing included.

1. The due date on field 8 of the SF 1449 states, “08-01-2024”; however, in other places in the RFQ to include field of the SF 1449, it states, “8/9/24” for the proposal due date. Note, Offerors’ questions for the Government are due on 8/1/2024.

- Offers Due: Aug 09, 2024 01:00 pm EDT Per SAM Solicitation

1. Can the government confirm if the RFQ includes SCA positions that are subject to the Wage Determination provided in Section D.2?

-SCA for services contracts will be utilized where applicable

1. Respectfully change the current NAICS code of 541611, "Administrative Management and General Management Consulting Services," to the existing NAICS code of 518210, "Data Processing, Hosting, and Related Services."

-NAICS Code for this solicitation will remain 541611 per request of using facility.

1. Will the data abstractors be using the International Statistical Classification of Diseases and Related Health Problems, Tenth Revision ICD10 and other standardized codes and E codes? Are there other standardized code sets used for critical variables required by VCE?

-The data abstractors will be using ICD10 and CPT codes as part of their abstraction process. The abstractors will be trained by VCE personnel regarding the use of these codes. The abstractors will need to have enough general knowledge of medical terms to be able to compare different diagnoses and their associated codes. This will also be part of their training by VCE personnel.

1. Does VCE have codes distinguishing severity and acuity to guide the abstractor?

-No additional ‘codes’ will be used to distinguish severity and acuity. The abstractors will be expected to be able to read medical charts and eye exams to identify diagnoses and procedures performed and then link those with known diagnoses/procedures from ICD/CPT lists.

1. Will abstractors be expected to analyze and insert images to the patient record?

- Abstractors will be expected to read textual reports of images (radiology, ophthalmology) and abstract that data. They will not be expected to interpret images on their own.

1. Will an abstractor need to interpret some information such as disposition, change in severity or visual acuity?

-Abstractors will be expected to interpret patient disposition, changes in clinical conditions, and visual acuities in eye exams and other medical encounters and then abstract that data according to VCE guidelines. They will also be expected to identify diagnoses and procedures from patient histories, histories of present illness, eye exam findings, textual reports of diagnostic tests, and analysis/plans in medical charts and abstract those diagnoses and procedures accordingly.

1. Will the abstractor be asked to verify existing record information when updating a record? Is there are process for assessing corrections or refinements to a prior record based on new data?

The abstractor will be expected to identify errors in the medical record (internal inconsistencies of the medical record) so those are not perpetuated in our injury registry. It is expected that in many cases the abstractor will be able to identify the correction to the error and if they are unable, then they will be expected to elevate that concern to the quality-review level and further to a VCE clinical subject-matter expert in a weekly meeting.

For example: a patient may find two conflicting diagnoses attributed to a patient due to a medical recording error. It is expected that the abstractor will, at a minimum, identify the internal inconsistency in the record and, if possible, determine which diagnosis is the correct one. If they are unable, then they can elevate the issue as needed.

1. Will abstractors be expected to document TBI as a comorbid factor and what information would DVEIVR require?

-The abstractor will be expected to abstract the diagnosis of TBI when it is documented as a diagnosis in the medical record. They will not be expected to make that diagnosis based on clinical data in the absence of the recorded diagnosis.

1. Is there a data bank of rules and definition changes under consideration or recommended that evolve due to factors such as the change in the nature of injuries, eye protection technology or nature of attacks/injuries experienced by military staff?

There is a bank of rules for abstraction that is constantly being amended to keep it current with VCE aims. Most of the evolution of this set of rules is due to the work of abstractors, uncovering different medical record issues that are then discussed by the VCE and applied, when needed, to our rules for abstraction.

1. Is the government willing to consider a remote or hybrid work schedule for any/all of the contractors?

-All the personnel listed in this contract work statement are required to be on-site.

1. Are contractors expected to have a security clearance at the time of hire? If so, what level of clearance is required?

-Contractors are expected to obtain clearance for: DOD CAC, DHA account, DVEIVR, and JLV. That clearance can be obtained after their hire.

1. Is there a specific number of past performances to be included? Is there any preferred format to be used?

-2-5 Past performance appreciated.

1. Is there a required page count/limit?

-No specific page count documented

1. Please confirm if the Project Manager/Quality Reviewer needs two (2) years manually abstracting data from medical records?

-The quality reviewer needs a bachelor’s degree OR 4-years’ experience in an eye clinic. There is no requirement to have abstracted data from medical records.

1. Please clarify if personnel needs familiarity with reading ophthalmology medical charts or, if they just need 2 years’ experience in abstracting data from medical records.

- Personnel need bachelor’s degree OR 4-years’ experience in an eye clinic. There is no requirement to have abstracted data from medical records.

1. Please confirm if resumes are to be included with the RFQ submission.

-Please have resumes available upon request but they are not needed in the quote specifically