Sources Sought 31 March 2026.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Medical Terminology and Coding Training

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 21703

SOLICITATION NUMBER* 36C10X26Q0121

RESPONSE DATE/TIME/ZONE 04-20-2026 10:00 EASTERN TIME, NEW YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* U009

NAICS CODE* 611430

CONTRACTING OFFICE ADDRESS Strategic Acquisition Center - Frederick Department of

Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT* Contract Specialist Christina Brown christina.brown13@va.gov 919-201-6255

PLACE OF PERFORMANCE

ADDRESS Financial Services Center 8000 Metropolis Drive, Building B Austin Texas

POSTAL CODE 78744

COUNTRY USA

DESCRIPTION

The U.S. Department of Veteran Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this notice is to gather capabilities and market information pertinent to acquisition planning. The responses to the sources sought notice will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement.

THERE IS NO SOLICITATION AT THIS TIME

This sources sought does not constitute a request for quotes. Submission of any information in response to this sources sought notice is purely voluntary. The Government assumes no financial responsibility for any costs incurred.

mailto:christina.brown13@va.gov

DESCRIPTION OF REQUIREMENT

The Department of Veterans Affairs, Financial Services Center (VA-FSC) requires medical terminology and coding training for Government employees and supervisors processing medical claims. The course shall:

• Provide a fundamental understanding of the o various medical terminology and medical codes, and o essential core competencies detailed in Section 4 of the PWS.

• Effectively apply to Government employees and supervisors with little or no previous experience with medical terminology and medical coding.

• Be set in a culture designed to promote innovative ways to develop employees’ understanding of basic medical terminology requirements.

• Promote knowledge retention and include innovative strategies for effective learning and continuous application, accounting for human memory, learning processes, and adult learning styles.

• Maintain and develop a Government employee and supervisor workforce capable of effectively processing customers’ medical claims.

• Be inclusive per training session/ curriculum, program materials, and a certificate upon successful completion of training for each VA-FSC attendee.

Please see the attached Performance Work Statement (PWS)

SUBMISSION INSTRUCTIONS:

If your organization is capable of providing these services, please respond to the sources sought as follows:

A. Cover Sheet

1. Organization name, address, SAM unique entity identifier (UIE) number, and website.

2. Primary point of contact to include an e-mail address and phone number.

3. Company’s size status as listed in SAM under (NAICS) code 611430 – Professional and Management Development Training. State if your company is also verified as a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB) in the Small Business Administration’s (SBA) Veteran Small Business Certification (VetCert) database.

4. If these services are available on your company’s GSA contract, provide the GSA contract number, schedule, and SIN category or NASA SEWP contract, and provide the NASA SEWP contract number.

B. Capabilities Statement and Market Information

1. If this contract were an SDVOSB set aside, can your SDVOSB comply with VAAR Clause 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction?

2. Is your organization classified as a small business and categorized under the (NAICS) code 611430 – Professional and Management Development Training?

3. What key questions do you need to see answered in a future PWS before you decide to respond to the solicitation?

4. Please describe your experience working with Government agencies. Specifically, what processes do you have in place to submit a timely and quality quote?

5. Would you be interested in providing a proposal for this work?

6. Describe your company’s experience delivering in‑person medical terminology and coding training.

7. For both formats, provide examples with course length, delivery methods, learning outcomes, and client types.

8. Confirm your instructors hold current certifications (CPC, CCA, CCS, RHIT, RHIA, or equivalent).

9. Describe your process for ensuring instructors remain current with industry standards.

10. Confirm you can provide one instructor who can deliver both in‑person and virtual sessions (not simultaneously).

11. Can you support delivering:

• In‑person training at VA‑FSC in Austin, TX

• Virtual training using Microsoft Teams or Cisco Webex

12. Describe your approach for virtual delivery only (no hybrid), including engagement tools, technical setup, and classroom management.

13. Describe your approach for in‑person delivery only, including classroom facilitation techniques and materials.

14. Provide your recommended training schedule (number of days per class) for both formats.

15. Confirm that your curriculum covers all PWS core competencies, including:

• Medical terminology foundations

• Coding fundamentals (CPT, E/M, ICD‑10‑CM, HCPCS, modifiers)

• Body systems terminology

• Hands‑on coding practice

• Third‑party reimbursement concepts (Medicare, DRGs, APCs, etc.)

16. Identify any competencies you cannot fully support or believe should be further clarified.

17. Describe how you tailor curriculum for beginner‑level Government employees with little to no prior experience.

18. What adult‑learning strategies do you apply separately for:

• In‑person learners

• Virtual learners

19. Confirm your ability to deliver training materials 3–5 business days before each course, as required.

20. Identify the materials you will provide (workbooks, glossaries, coding references, exercises, assessments).

21. Confirm you can provide student certificates within 5 business days after each course completion.

22. Can your materials be provided both electronically and in print? If so, specify formatting options.

23. Describe how you will ensure compliance with key performance standards, including:

• On‑time delivery of materials

• Assessment scores averaging ≥80%

• Instructor professionalism

• In‑person and virtual student satisfaction scores ≥4.0/5.0

24. What quality assurance practices do you use to monitor and improve course delivery?

25. How will you ensure consistent performance across both delivery types?

26. Confirm that your instructors can meet:

• VA‑FSC facility access procedures

• Badge requirements

• No-connect policy for VA intranet

27. Confirm your ability to comply with Tier 1/NACI requirements for instructors.

28. Confirm that instructors will not require access to VA systems beyond the allowed guest

Wi‑Fi (in person) or meeting platform (virtual).

29. Provide ROM pricing for:

• In‑person class

• Virtual class

• Per‑student or per‑course material costs

30. Identify cost differences between the two types of delivery.

31. Identify any cost efficiencies (e.g., repeat classes using same materials).

32. Identify any requirements in the draft PWS that you believe may be burdensome, unclear, or restrictive.

33. Provide recommendations for improvements or clarifications.

34. Identify any deliverables or requirements that could benefit from industry best practices.

35. What delivery risks or challenges do you foresee for in‑person courses?

36. What risks or challenges do you foresee for virtual courses?

37. Are there industry norms or innovations the Government should consider in finalizing the acquisition strategy?

38. Does the vendor foresee needing more information to submit a proposal for a firm-fixed-price, blanket purchase agreement? If so, what other information would be needed?

39. Would you propose another NAICS for these services?

40. Please provide any other feedback or suggestions that you deem appropriate.

Submissions shall be less than ten (10) pages in length to address the above questions.

Submissions shall be in 12 Times New Roman font with 1-inch margins. Responses that do not address the above questions will not be reviewed. Submissions must be emailed to Christina Brown (Christina.Brown13@va.gov), and Justin Cole (Justin.Cole4@va.gov) by the date/time listed in the post