SOURCES SOUGHT.pdf

DRAFT SOURCES SOUGHT SYNOPSIS

The Claremore Indian Hospital is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Chargemaster Maintenance .The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541611.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

[Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.]

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS

REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND

OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 12p.m. CST on10/29/2020. All responses under this Sources Sought Notice must be emailed to Miranda.nevills@ihs.gov.

If you have any questions concerning this opportunity please contact:Miranda.nevills@ihs.gov

Department of Health and Human Services Indian Health Service

Claremore Indian Hospital

APPENDIX 1: Purpose and Objectives

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital (CIH), Indian Health Services has a requirement for a non-personal service ontractor who shall provide chargemaster updates/maintenance and support including refresher training, training for new employees, assure accuracy and improve quality of data submitted to third party payers, and ensure coding and billing procedures are in compliance with Medicare guidelines.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall update and maintain site-specific transaction code (trancode) tables and perform electronic EHR trancode maintenance.

Task 1: Annual Chargemaster Update/Maintenance and On-Going Chargemaster Support

The contractor shall update the current chargemaster to reflect yearly changes. The revenue code, HCPCS/CPT coding, charging strategies, data flow, and chargemaster maintenance procedures will meet Medicare guidelines. This requirement is to ensure accuracy in regulatory billing and reporting notices, to include improved data submitted to third party payers. This review and update will include current charge tickets and EHR pick lists.

Updating includes, but is not limited to:

• Deleting old CPT/HCPCS and revenue codes

• Adding new CPT/HCPCS and revenue codes

• Pricing each code

• Updating all chargemaster charge tickets, physician charge tickets or EHR pick lists to reflect the updated codes

• Provide on-going chargemaster support

• Download updated changes will be sent to the programming contractor to be loaded

The contractor will provide quarterly maintenance. If new services need to be added, CIH will be provided new trancode and will ensure they are loaded into CIH files on a quarterly basis.

The contractor will provide chargemaster support. The contractor will provide a customized portal posting coding changes, post quarterly reports, payer regulation updates, and other issues that might affect CIH’s coding.

Task 2: EHR Trancode Annual Maintenance

The trancode will be automatically captured using a user point of entry. Currently in use, Cache Server Pages has a graphical user interface and web based application. This application is currently in use and will be maintained throughout the life of the contract.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with three

(3) twelve (12) month option years.

Base : 11/01/2020 to 10/31/2021 Option Year 1 : 11/01/2021 to 10/31/2022 Option Year 2 : 11/01/2022 to 10/31/2023 Option Year 3 : 11/01/2023 to 10/31/2024

4. LEVEL OF EFFORT

4.1. The contractor shall perform all work off site.

4.2. The contractor shall encrypt any transferred electronic data, to include updates, to prevent damage to CIH’s computer systems and prevent loss of patient data.

4.3. Training: Contractor shall provide training on both tasks will be provided as new codes and issues occur.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.-

5.2. The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies.

The contractor shall be responsible for the security of all organizational information.

Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price / cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

5.6. Identification and disposition of data. The end results of this contractor’s work are confidential, protected health information and are governed by the Privacy Act of 1974 and The Health Insurance Portability and Accountability Act (HIPAA). The Contractor will comply with all privacy regulations and may not place any copies (in any form, including but not limited to, verbal, paper, or computer disk) of the information at any other location nor may the contractor disseminate any of the information to any other person or persons. Work must be performed inside the United States in order to comply with Federal privacy laws.

At termination of the contract, all protected health information will be destroyed and/or returned to the Contracting facility.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.2.1. The Contractor shall attend meetings or conference calls scheduled by the POC to address areas of concern and exchange information to ensure consistent high levels of professional services. The POC shall be responsible for scheduling and coordination of all meetings and conference calls.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government will not supply any property, facilities, or services.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.