RFP Q and A 11-29-23.pdf

NO. REFERENCE PG.

NO.

PARA. NO ISSUE / COMMENT QUESTION GOVERNMENT RESPONSE

1 Presolicitation Notice

NA NA This is with reference to Presolicitation notice for PAD Medical Coders and Transcription Services, Can we offer the proposal for Medical Transcription services only?

Offers submitted must capture all requirements in the PWS.

2 Presolicitation Notice

NA NA Would you consider giving extra credit or scoring preferences on this opportunity to 8(a) small businesses whose response outlines a subcontract partnership with an AbilityOne agency for any part of the requirement?

Subcontracting is not an evaluation criteria for this solicitation. Therefore, no scoring preference will be given on any subcontracting arrangement.

3 Presolicitation Notice

NA NA Is the expected RFP date of November 20, 2023, still accurate?

No. The new expected RFP release date is December 1, 2023.

4 Presolicitation Notice

NA NA Would you provide insight into the number of Full- Time Equivalents (FTEs) responsible for generating the stated "183,334" lines of transcription over the 11-month period as outlined on page 32 of the Performance Work Statement (PWS)?

Transcription services requirement is not FTE based. It is at the contractor's discretion how many FTEs or other solution it would require to meet the the transcription volume required in the PWS.

5 Presolicitation Notice

NA NA Does the existing solution incorporate voice recognition technology for dictation?

See item #4 response

6 Presolicitation Notice

NA NA Who is the incumbent for this contract? Integrated Management Strategies, LLC.

7 Presolicitation Notice

NA NA Would you share the estimated ceiling value of the contract?

There is no established ceiling value for this contact.

8 Presolicitation Notice

NA NA In addition to supervisory personnel, will embedded Subject Mater Expert (SME) coders in each department be considered as key personnel?

No. All coders are SMEs for coding.

9 Presolicitation Notice

NA NA Is there an incumbent for this contract? If so, could the Government share the incumbent Name, along with the contract number and contract value?

See # above

10 Draft Solicitation

NA NA Can you kindly provide an estimated timeframe for Solicitation issuance?

Solicitation is expected to be released on 1 December 2023.

11 Draft Solicitation

NA NA What is the expected turn-around-time (TAT) for each item at the unit level?

The TAT for coding are as follows: (a) ER Coding is 3 days from date of service; (b) IPRS Coding is 3 days from date of service; (c) Day Surgery Coding is 15 days from the date of service; (d) Anesthesia Coding is 15 days from the date of service; and Inpatient Coding is 30 days from the date of service.

12 Draft Solicitation

NA NA Is 24/7 support required for this project? No

MANAGEMENT OF MEDICAL RECORDS SUPPORT AND TRANSCRIPTION SERVICES

HT001424R0004

Questions and Answers for Presolitation, Draft RFP, and RFP

29 November 2023

PARA. NO ISSUE / COMMENT QUESTION GOVERNMENT RESPONSE

13 Draft Solicitation

NA NA Can we deliver the services remotely using digital means?

This requirement authorizes telework arrangements. At least one of the key personnel must be available on-site.

14 Draft Solicitation

NA NA Who will be responsible for checking the quality of our deliverables?

Patient Administration Department. The Medical Records Admnistrator.

15 Draft Solicitation

NA NA How are quality metrics defined for this project? 97% coding accuracy rate Coding each encounter ontime, based on the timeframe stated in 11 above.

16 Draft Solicitation

NA NA What is the current EHR in operation at WRNMMC? MHS Genesis (Cerner-Oracle)- Power Chart and 3M 360.

17 Draft Solicitation

NA NA Will there be any penalties for (i) delayed TAT and

(ii) falling short of the quality level?

Yes. The Government may request the staff to be removed from the contract for poor quality of work.

18 Draft Solicitation

NA NA Will our onsite personnel be provided with a desk and other necessary connectivity infrastructure?

Yes. See section 3.4 of the PWS.

19 Draft Solicitation

NA NA Will a project coordinator from the contractor's side be appointed to oversee this project?

This is at the contractor's discretion.

20 PWS 16 5.1 It is mentioned on SAM.gov that “DHACA NM-CD intends to competitively solicit and award a firm-fixed-price contract.” It is mentioned on SAM.gov that “DHACA NM- CD intends to competitively solicit and award a firm-fixed-price contract.”

However, in the draft PWS, it is mentioned: “Contract employees working under this contract shall be paid only for hours actually worked at the hourly rates established in the contract.”

Please clarify whether the resulting contract will be Firm-Fixed, or Labor-Hour based?

The resulting contract will be Firm Fixed Price with the negotiated hourly rates as Fixed Price.

Labor hours may be adjusted based on contractor actual performance.

21 PWS 19 5.4 Can we clarify if the Site Manager needs to be on-site at Walter Reed 5-days a week or can ther be a Hybrid or remote work arrangement?

This requirement authorizes telework arrangement where Site Manager and Deputy Site Manager may alternate schedule where at least one of the key personnel is on site.

22 PWS 28-31 NA Can we get a copy of the attachments in the document?

Attachment have been deleted. Any pertinent document referenced are incorporated in the updated PWS with the draft RFP.

23 PWS 15 5.1 In the government estimated FTE counts in the table in section 5.1 on page 15.

Did the government include the Site Manager, Lead Coder, and Lead Auditor or are those additional positions?

Are the five embedded coders from 5.1.2 part of the coding staff estimate the government provided for the monthly production in section 5.1 on page 15?

Site Manager and Deputy Site Manager are additional position (FTEs). Lead Coder and Lead Auditor responsibilites are additional duties that can be delegated to a contractor personnel performing work under this contract.

24 PWS 15 5.1 Can you clarify what you mean by “Schedule of Services” in the Coder Requirements?

PWS has been revised to specifically identify the Schedule of Services table.

PARA. NO ISSUE / COMMENT QUESTION GOVERNMENT RESPONSE

25 PWS 17 5.1.2 We want to clarify the sentence “Contractor shall have an onsite coder embedded in each department (DMS, DSS, DBH, DCS, DDS) within the facility. The embedded coder would be specialized in the coding encounters within that department”

Are these embedded onsite contractors required to work onsite 5 days a week or can they be hybrid or remote and be onsite for training sessions?

This requirement authorizes telework arrangments. The Government will require medical coders other than the key personnel to be available on-site.

Sheet1