FA5613-11-R-0011 Consolidated QA.doc

FA5613-11-R-0011

Questions and Answers

Who is the contractor currently performing the audit and training services?

A: Science Applications International Corporation Is incumbent eligible to bid on contract?

A: Yes Would new awardees be able to retain incumbent’s auditors?

A: That is up to the individuals if they would work for the successor contractor When do you anticipate awarding the contract?

A: 30 Jun 2011 Is the travel reimbursement negotiable?

A: No How does one get to Lajes Field? Will the Air Force transport them if necessary?

A1: By commercial Air or Naval transportation A2: No

How many auditors does current contractor have working on this contract?

A: Workload estimates are provided in Appendix C of the PWS. No other workload related data are available Do they travel between the air bases and spokes listed in RFP or are they stationed at one base?

A: Auditors may travel between the parent MTF and the spokes, but are generally assigned to a parent site

How often do incumbent’s auditors travel back to the U.S.?

A: Auditors are not required to travel back to the U.S. If the question pertains to repatriation, personnel fluctuation is approximately 1.5 per year average

Does the Air Force provide housing on the base for the contractor’s auditors and family?

A: No Are all proposals to be shipped to Germany or is there any location in the United States the proposal can be shipped to?

A: 700 CONS in Germany is the only receiving address for submission of proposals Why was the initial RFP cancelled and re-issued?

A: For Government internal reasons Will travel to each of the locations be provided by the Air Force or the contractor arrange for commercial travel? (4. Volume 2 - Price Proposal [Factor 2], 4.1) States: Contractor travel are Government provided and shall not be changed.

A: Contractor will arrange for commercial travel and be reimbursed for all travel related expenses from the amounts funded on the respective travel CLINs

In addition, if the travel is provided by the Government, will the contractors staff receive Government sponsored lodging and meals in alignment with Air Force staff?

A: No Government sponsored lodging or meals is made available

Are all services expected to be completed during the base period, 01 July 2011 through 31 October 2011? If so, what services are expected to be performed during the option period, 01 November 2011 through 30 June 2012?

A: This is a continuing requirement. Services to be provided are the same throughout the period 01 July 2011 through 30 Jun 2012; the two period of performance are based on fiscal constraints

Is there an incumbent that has performed same or similar services under a past Medical Coding Auditing and Training Services contract for the Air Force? If yes, is the incumbent allowed to propose on this current solicitation?

A: Services are currently provided by Science Applications International Corporation. Yes, they may propose

Has the Air Force conducted any same or similar Medical Coding Auditing and/or Training Services over the last 5 years? If yes, will the contractor have access to those reports.

A: Yes, this is a continuation of a service already in place and the information/reports/etc is owned by the Government and will be available to the contract staff in place

Does the Air Force expect ICD-10 readiness training to be conducted under this contract?

A: Not expected

Please confirm that there will be eleven (11) locations (Attachment 2, page 6, Section 1.3.1).

A: There are in fact 11 locations, including the LCMA assigned to HQ USAFE/SG

Reference: Synopsis/Solicitation – Q: Given the change from the previous base plus option years to a single year acquisition strategy, does the government intend to no longer procure coding audit services directly for USAFE MTFs, requiring the return of staff to the CONUS at the end of the performance period?

A: The Government is concurrently working on a solicitation for a five-year contract to start on 01 July 2012 (Phase-In start 01 May 2012); this current solicitation is to bridge the time until aforementioned contract can be awarded

Reference: Attachment 2, PWS, Section 1.3 – Q1: Are contractor MCAs required to be located at each of the six parent facilities at all times? Q2: For parent facilities in close proximity to one another, can MCAs be centrally located?

A1: Yes

A2: No

Reference: Attachment 2, PWS, Section 1.3.2 – Q: Is the contractor expected to provide MCAs with ICD-10 experience?

A: Not for this contract

Reference: Attachment 2, PWS, Section 1.2.1 - We understand that AFMOA is in the process of deploying a new audit tool, which most likely suggests revamping of the audit methodology. Q: Is this the "New Audit Methodology" referenced in Section 1.2.1 and will we be able to obtain a copy of this methodology prior to award to ensure understanding of work to be accomplished?

A: The referenced AFMSA New Coding Audit Methodology will be posted here on this website as soon as possible

Reference: Attachment 2, PWS, Section 1.2.4 – "This includes implementing a MTF process for sharing information on coding issues affecting reimbursement among billing collections and staff".

It is understood that coding affects the data quality of the facility and that the issues identified on the monthly and daily audits reflect such issues that need to be addressed. Q: Is the government anticipating the contractor will develop and implement a data collection tool that is accessible to GPM, DQM, HCI and coding PM for each site to reflect ongoing DQ issues affecting billing/reimbursement and resolutions of such?

A: The tool (website) is in place already – it is up to the contractor to to determine and implement the process for inputting the data

Reference: Attachment 2, PWS, Section 1.2.5.1 – "The QAP will review and approve or disapprove the plan within 14 calendar days upon receipt of the Contractor's plan".

Q: Will all training material associated with the training plan need to be approved by the QAP prior to delivery to provider staff?

A: No

Reference, Attachment 2, PWS, Section 1.3.16.1 – "At all times, the Contractor shall acquire reference materials and/or software required for MCAs to perform the tasks under this contract. At contract expiration, title and ownership of all reference materials shall be turned over to the MTF at no additional cost to the Government, with title passing to the Government."

It is understood by the contractor that each coder/auditor requires access to all reference tools listed and especially via printed format- ICD-9 CM Volume 1, 2 and 3, CPT and HPCS. Q: Is it expected that all resources be in hard copy format, or can the contractor utilize a software program to provide online reference materials that are not used on a daily basis- for example- medical dictionaries, CPT Assistant, Merck Manual. Also, some of the reference materials that are outlined are available in the CCE standalone coding software that each site uses. Will the contractor be required to purchase these references as well?

A: This is up to the contractor, i.e. on-line or hard copy; consideration should be given to potential blocking of external web sites by AF Firewalls

Reference: Attachment 2, PWS, Appendix C – "Our coder workload requirements are as follows:

All OHI/billable encounters will be coded.

All ER encounters will be coded.

All APU encounters will be coded.

2-10% of the remaining Outpatient visit encounter will be coded."

Q1: Will the government provide a further breakdown of the estimated number of encounters that will need to be coded based on encounter type- OHI/billable, ER, APU and additional OP encounters? Q2: In addition, is there a methodology that the government will use to determine the additional 2-10% of OP encounters (who will determine the exact percentage, is the percentage subject to change, if yes what would change the percentage coded) as an 8% fluctuation is very broad in determining staffing needed if overall OP encounter workload is not known.

A1: There is no further breakdown available

A2: Latest information is quantifying the number at less than 20 encounters per month

We understand that the current contract requires two FTE at Lakenheath. Q: Does the government expect that for continuity and consistency the new contract will also require two FTEs at this site?

A: It is up to the contractor to determine adequate staffing to satisfactorily perform

Reference: Attachment 2, PWS, Section 1.3.1.2 - PWS requires minimum quarterly physical visit to four spokes by MCA from hubs. Schedule B CLIN 0002 and 1002 provided total of NTE $10,000 in travel cost. This equates to $2,500 per quarter and $625 per spoke. Q: Can you please clarify whether based on contract experience the projected travel cost would be sufficient?

A: Travel cost have not been exceeded in the past two years; funding for cost reimbursement may be increased if deemed necessary by the Government

Coding Audits Section 1.2.1 – Q: Is remote auditing assistance permitted? Remote auditors would provide the capacity to ensure workload completion due to systemic downtimes, PTO etc. and would provide a higher level of expertise while reducing cost for the contract.

A: Remote auditing is not permitted

Coding Training and Instruction Section 1.2.5 – Q1: Implement gives the impression of an electronic solution, is a software solution expected for this training versus classroom or one on one? Q2: Program is a larger than life term, is the intent that courses such as Anatomy would be part of the program?

A1: Coding training consists of classroom (quarterly with pro staff), e-mail, phone, face-to-face, and newsletter

A2: Not considered to be part of the program

Educational Plan Section 1.2.5.1 – Q1: Aside from the written, formal plan, can an annual conference for (e.g. 3 days) be proposed? Q2: Or a central/regional location?

A1: No, not possible.

A2: No, not possible.

Initial Training Section 1.2.5.2 – Initial coding instruction sounds like an interview with staff to determine their current knowledge base in formulating any educational program.

Q1: All new- how will we be notified of new staff and their location?

Q2: Current staff- how will they be trained?

Q3: New Credentialed staff- how will we find out whose new?

Q4: Is there training requirements for Nursing, discharge planning, quality assurance, case management i.e. additional staff from the ER?

A1: Training is part of the MTF’s in-processing checklist

A2: Coding training consists of classroom (quarterly with pro staff), e-mail, phone, face-to-face, and newsletter

A3: Is part of the MTF’s in-processing checklist

A4: Very limited and case-by-case, but less than 2-3 per month

Formal Training Section 1.2.5.4 – Q1: Who determines the curriculum? Q2: Can we obtain a copy of the curriculum? Q3: How long are projected sessions? Q4: Is the training requested by video, audio, or on-site/in person? Q5: How will feedback be obtained or evaluated to determine educational value?

A1: The coding auditor

A2: N/A

A3: 30 minutes

A4: Usually requested by either in person (face-to-face or group), by e-mail or phone

A5: This is up to the contractor

Training Material Section 1.2.5.5 – Q1: Are Anatomy sessions requested? Q2: Are aspects of ICD-10 training requested?

A1: No anatomy sessions required.

A2: No firm plans for ICD-10 training at this point of time.

Key Personnel Section 1.3.2 – Q1: Does the Project Manager and/or Lead Medical Coding Auditor have the requirement to be located on-site? Q2: Or can the position travel and perform remotely?

A1: No requirement to be on-site

A2: Yes, as long as the requirements of the PWS are met

LCMA Certification Section 1.3.2.2.1- please provide clarification for certifications required for the LMCA position. Q: Is the requirement (2-two separate) certifications or (1- one or more) of the accepted credentials listed?

A: Required is either “Certified Coding Specialist – Physician Based (CCS-P) or Certified Professional Coder (CPC)” AND either the “Professional Medical Coding Course (PMCC) or a like credential ...” as listed in the paragraph as “other acceptable credentials”.

LCMA Certification Section 1.3.2.2.1 – Q1: Is the PMCC certification a requirement for the LCMA position? Q2: If yes, can there be a consideration of time permitted to obtain the certification?

A: Yes, or a like credential as stated in the PWS

A2: No, must have certifications or credentials before start of performance under contract