36C25223Q0148 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

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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 NUMBERED 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 amendment, 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) 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago

IL

60064 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago

IL

60064 To all Offerors/Bidders

36C25223Q0148 11-23-2022

X

X The purpose of this amendment to solicitation 36C25223Q0148 is to provide answers to all interested parties in response to questions asked. See continuation page.

DONALD ST. ONGE

Contract Specialist

Questions to solicitation 36C25223Q0148

1. Will there be travel for the management team for meeting etc? There is no travel. If a meeting is needed, it will be virtual.

2. Will there be any travel for the Coders? There is no travel. If a meeting is needed, it will be virtual.

3. Will the Coders be allowed to work from home? Yes, this is the only option.

4. Will VA provide computers for the Coders and contractor staff? This will be up to the contractor to provide.

5. Will there be set hours of operation during the performance of the contract? No set hours dictated.

6. What Medical Coding system does VA use…. ICD 9, ICD 10 or something else? The VA uses ICD-10 code set.

7. Is the Encoder system electronic? Yes

8. Backlog was mentioned, can you explain what this mean? There is currently no backlog at the time. We utilize a contract to maintain and prevent backlog.

9. Are all records electronic? Yes

10. Will queries be used during coding? Yes, if clarification is needed from provider, query must be used.

11. Are all the records electronic or is there a hybrid format? Electronic

12. Are there any specific DRG’s requirements for focus review? Not currently.

13. What is the expectation for abstracting? Coders are required to review the complete medical record following ICD-10 coding guidelines to apply appropriate code.

14. What are the expected guidelines for measuring and tracking productivity? Depends on if the coder is full performance or developmental. In a 7.5-hour day a full performance coder is expected to produce 70 encounters. On a per hour basis that equates to 9.3 encounters per hour.

15. Does the VA have a specific query format, or will the Vendor need to submit their queries for approval? The VA has query templates for use and queries are sent to providers via email. No review is required unless a concern is identified.

16. Question 3- How should the charts be chosen for auditing purposes, random sample or prebills? What are the expected sample size monthly for auditing purposes? Audit is done on random sample. A total of 90 encounters per month will need to be audited.

17. If additional information is needed, how will it be obtained for coding purposes, (missing operative reports, pathology reports)? The provider will need to be queried and communication needs to go to the VA coding supervisor for assistance.

18. Provide a little more info on what the audits process consists of? How many records, external? Task #2- Audit is done on random sample. A total of 90 encounters per month will need to be audited.

19. Will the contractor need to design its own Quality Control process for the coding process review? Yes

20. What can be used if the Key personnel doesn’t have a recent evaluation, due to position was/is VP in the private sector Coding business arena. May we list the past performance only? Yes

21. Who is the incumbent? Axiom Corporation

22. Can the work be performed by coders on-line rather than at the facility? Yes, incumbent is performing these services online.

23. Will the award be eligible for progress payments? No

24. How many coders are currently working on this contract? You should plan to have sufficient personnel to handle the approximate 14,000 coding requirements per year.

25. Can an assistant without certification work under a certified coder? This would be done only with personnel currently in coding school waiting to take the test to be certified and gain the 2 years experience required for the contract. No, as stated in the PWS all coders are required to be credentialed at the time of contract award.

26. What is the projected award date for this contract? Sometime in December 2022.

27. Can the price per unit be adjusted throughout the contract to accommodate cost of living increases? No, this is planned to be a firm, fixed price contract. The only way pricing could be adjusted throughout the contract is if the Department of Labor Wage Determinations for the area from which your coders are working fluctuates to a significant degree to warrant such a change.

28. Will the awardee have a phase in period before starting the contract? There is no intended phase in period.

29. We registered in the VA invoice system and noticed Tungsten charges a fee after a certain number of invoices. Can this fee be waived? No, we do not waive fees for registration in Tungsten.

30. If work has to be done on site, with the VA provide office space, desk, phones, and computers for the contractors? The work is intended to be done electronically from off site.

31. Are the coding service quantities annual or monthly estimates? Annual.

The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is soliciting businesses for Medical Coding services for the Jesse Brown VA Medical Center in Chicago, IL. The contractor shall provide all personnel, equipment, tools, labor, vehicles, materials, supervision, transportation and services necessary to effectively, economically, and satisfactorily perform all services in accordance with the Performance Work Statement (PWS) found on RFQ: 36C25223Q0148. The NAICS Code is 561499 with a Size Standard of $19,000,000.00 in revenue.

Period of Performance will be Date of Award through 30 November 2023, with four one year option periods.

POINT OF CONTACT: Donald St. Onge, donald.st.onge@va.gov.

Place of Performance:

Jesse Brown VA Medical Center 820 S. Damen Ave Chicago, IL. 60612-3728

Primary Point of Contact:

Donald St. Onge Contract Specialist donald.st.onge@va.gov