36C24620Q0973 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 09-21-2020 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 To all Offerors/Bidders

36C24620Q0973

X X X

X The purpose of this amendment is to address all timely submitted technical questions:

A) See attached Questions and Answers.

Stephanie M. Patterson Contracting Officer A.1 TECHNICAL QUESTIONS: Medical Coding Services

1. What was the annual number of IP discharges in CY 2019?

Approximately 4485.

2. What is the average inpatient length of stay (LOS) for CY 2019?

15.28.

3. What is the list of documents that are considered to make-up the complete medical record?

Required documentation varies by patient event. (The VA minimally follows JC requirements).

4. Can the Government provide the coder headcount of VA employees in the following classifications? (in reference to 2.2.6.1 – 2.2.6.3)

Records may include inpatient hospitalizations, outpatient visits, and non-Veterans Affairs records. The coding activities may include any or all of the following: inpatient hospitalizations, ambulatory surgery, diagnostic tests (endoscopy, bronchoscopy, cardiac catheterization, Percutaneous Transluminal Coronary Angioplasty, pulmonary function, radiology, laboratory, etc.), primary care, mental health, medicine sub-specialty, surgery, observation, and non-Veterans Affairs records.

a. IP Facility DRG? 1

b. Inpatient Professional Encounter Coding Including Surgery? 1

c. Outpatient Encounter/Service Coding Including Surgery? 6

d. Surgery Encounter/Service? 2

5. Can the Government provide their hourly coding production standards requested of VA coders?

a. Inpatient facility coding (each discharge) coding per hour? 1.73

b. Inpatient professional encounters / services coding per hour? 9.3 (GS-8)

c. Outpatient coding per hour? 9.3 (GS-8)

d. Surgery coding per hour? 3.3

6. Are inpatient coders required to code without a discharge summary?

Yes

7. Can the Government provide their hourly auditing production standards requested of VA auditors?

There is no productivity standard set for auditing.

8. External auditing services - what is the hourly production standards for the incumbent? \ There was no auditing performed by previous vendor.

9. Current query process - Are queries that were sent made part of the record?

It’s not made a part of the official patient medical record, but it is tracked through software.

10. Pursuant to PWS Task Two 2.2 and subsection 2.2.5 for any missing records or documentation overnighted, per the solicitation, should the records / documentation be shredded post coding / audit, or will the Government want the documents returned?

Paper documents are no longer used. This subsection of task 2.2.2 was introduced in case of extreme emergencies for when a contingency plan is needed.

2.2.5 All reviews will utilize electronic auditing of the Computerized Health Record System whenever possible. Veterans Affairs and Non-Veterans Affairs records may be either scanned documents or hardcopy. The reviews will be conducted by remote data view and remote image view. Should the information not be contained in the Computerized Health Record System or Veterans Health Information Systems and Technology Architecture, the medical center will overnight the documentation to the vendor.

11. If the Government wants overnighted documents returned, will the Government be paying for the overnight shipping cost to return?

In the unanticipated circumstance that this is necessary, the contractor may submit the costs to the Government for consideration of a modification to increase and cover the cost.

12. Assuming the Government is randomly pulling the sample to be audited, can the Government provide the specific criteria for the record pulls, e.g. high dollar volume, extended LOS, high exposure DRGs, Hospital Acquired Conditions, etc.?

Sample sets for the monthly audits required by CBI are a random pull of 90 outpatient E/M encounters and 10 inpatient records billed the previous month.

13. External Auditing for Professional encounters including surgery – in reference to “including surgery” does this include Operating Room (OR) surgeries or NON OR Procedures?

Yes.

14. Is the auditing scope of work outlined in the solicitation the complete scope?

Yes.

15. VA Systems Uptime: Can the VA provide the annual coding and auditing systems uptime percentage?

That information is not available.

16. Is the VA planning on any material systems updates or conversions during the projected contract term or during any option years?

There are no immediate updates anticipated, but the Government reserves the right to update if deemed necessary.

17. Is Evaluation and Management (EM) calculator required?

No.

18. Is Professional Fee encounters entered via CCM Patient Care Encounter or by the PTF 801 screen?

CCM.

19. Will you need assistance with quarterly CENSUS or CNH CENSUS?

This is not part of the scope of the contract.

20. If assistance is needed with CENSUS - will the contract coders be responsible to also code their CENSUS discharge records?

No.

21. Page 64 Section D: Technical/Management Approach – regarding page limit of 25 and on page 65 Factor 1: Technical/Management Approach – Is the signed BAA (5 pages) to be included in the total page count of 25?

No.

22. With the page limit of 25 under the Technical/Management Approach in mind - Please provide the complete list of components that will be included in the page count as part of the technical/management proposal? For example: Is the Executive Summary or Introduction to the company included as part of the Technical Management Approach?

The components are at the discretion of the quoter. The section will be evaluated based on how it fulfills the requisites as stated in the Instructions to Quoters.

23. Page. 64 Section D – “Quoters shall submit a quote that addresses all aspects of the Performance Work Statement (PWS).” What is the page numbers that is considered “all” aspects of the Performance Work Statement (PWS)? For example: All aspects refers to bottom of page 10 through top of page 23 and stops just prior to B.4 Special Contract Requirements?

As stated in the Instructions to Quoters, the quote shall address all aspects of the PWS.

24. Page 56 & 57 pertains to a declaration on the subcontractor limitations. We as the Prime are a SDVO company and our subcontractor partner is a small business but not a SDVO. Does our subcontractor have to be a SDVO company as well to be (similarly situated)?

Yes, under 13 CFR 125.1, a similarly situated entity is a subcontractor that has the same small business program status as the prime contractor.

25. Page 56 and 57. Limitations on Subcontracting Compliance Declaration. If applicable to us indicates to return via email to Contracting Officer. Do you need this certification emailed to the contracting officer with the request for quote or separately with just this 2-page declaration in an email or both?

The LOS declaration can be a separate document from the quote but must be submitted in order to be considered responsive. The entire quote should be submitted by email.

26. Per P. 20 of 84 Section 2.3, will the training workshop need to take place on site or can it be done remotely?

This can be fulfilled remotely.

27. Will the W.G. Bill Hefner VA audit only Evaluation and Management encounters for the monthly CBI audits or will it be multispecialty encounters including radiology, lab, chemotherapy, etc.?

Yes, Evaluation and Management encounters is all that is audited on the monthly CBI audits.

28. Will the number of encounters audited per coder be the same on the monthly CBI audit?

No, they will vary from month to month because it’s a random sample pull of 90 Outpatient encounters and 10 Inpatient encounters that were billed during the previous month.