Questions_and_Responses_Medical_Records_Auditor_and_Medical_Records_Coders.docx

Questions and Answers Request for Quotation (RFQ) Solicitation No.: W81K02-18-Q-0022 Medical Records Auditor and Medical Records Coder Services

Closing date: September 01 2018 at 12:00 PM (PST) All questions must be received in writing by: August 25, 2018 at 12:00 PM (PST)

1) Is this a new requirement?

Response: Yes.

2) Who is the incumbent?

Response: There is no incumbent. As noted in response to question 1 above, this is a new requirement.

3) Will this be a Service Contract Act (SCA) requirement?

Response: Yes. The medical Records Coders are under wage determination, (Medical Records Technicians).

4) Will the eight (8) coders and one (1) auditor be required to work at the customer’s location? OR, will it be permissible/possible to do the work remotely (contractor’s location)?

Response: This information can be found in paragraph 1.1. of the performance work statement. The services are to be provided on-site at the customer's location, Madigan Army Medical Center (MAMC), Tacoma, WA.

5) Will it be a requirement to submit personnel resumes with the bid submission?

Response: No. We are not asking for the submission of resumes with the bids. The items that must be returned to the contracting office are outlined in the Instructions to offerors contained within the solicitation (FAR 52.212-1)

6) What EHR system, Genesis or AHLTA, will be utilized?

Response: MHS Genesis, and CCE

7) The pre-solicitation states services are needed for eight full-time Medical Records Coders. Please specify the coding expertise required and the number of coders for each specialty:

Response: *Outpatient Clinic Coder

8) Will a draft SOW be released prior to the actual RFP? If so, is there an estimated timeframe?

Response: No. A draft Statement of Work/ Performance Work Statement will not be released prior to the solicitation.

9) Will this requirement be affected by the potential roll-up of services to the DHA?

Response: Medical coding and auditing at the MTF level will not be affected by the roll-up to DHA.

10) How many past performance questionnaires are required?

RESPONSE: This information can be found in the instructions to offerors contained within the solicitation (see 522.212-1 Instructions to Offerors). See the table on page70 of the solicitation.

11) Are both the position of the Coder and Auditor subject to the Department of Labor Service Contract Act (SCA)?

RESPONSE: See the attached Wage Determination Document that was posted with the solicitation (attachment 4). Additionally, this information is addressed in the Instructions to Offerors information contained within the solicitation. See 52.212-1 Instructions to Offerors contained within the solicitation. Also, see the response to question #3 above.

12) The solicitation has two different benefits spreadsheets. Are we to only send one depending on how we propose the labor structure?

RESPONSE: That is correct, there are two different compensation plans. The specialties are listed on each spreadsheet. Additional Information can be found in 52.212-1 Instructions to Offerors contained within the solicitation.

13) PWS, pg. 38, Section 3.1.2 requires the contractor to maintain internal coding compliance teams. Will members of this team be required onsite at the government work location during the life of the contract?

RESPONSE: Pending response from the end-user.

14) PWS, p.g 38, Section 3.2.1.2. May the contractor representative meet with the COR via teleconference or other electronic means, or are face to face meeting required?

RESPONSE:

15) PWS, pg. 41, Section 3.5

RESPONSE:

a. Orientation and Training. Is annual CEU/training billable to the government under this contract?

RESPONSE: No. This is at the contractor or the Contract Provider's (CP) expense.

b. Are coding reference guides/books provided by the government for each coder or auditor? Or, is this a contractor responsibility?

RESPONSE: Pending response from the end-user.

16) Instructions to Offerors, p. 70, Item #6. Are pdf file formats allowable for document submission (for example, when a document requires a signature)?

RESPONSE: Yes. So long as they are readable by the Government. As noted in #6, "The Government will not be responsible for any failure of transmission or receipt of the proposal, or any failure of the Offeror to verify receipt of the emailed proposal."

17) Past Performance Information Collection Sheet. This sheet states that it must be returned by 22 August 2018 @ 12 pm PST. However, the proposal submission due date is 1 Sept 2018 @ 12 pm PST. We request that the collection sheets be due at the same time as proposal submission to enable our clients more time to complete and submit.

RESPONSE: The response date for past performance questionnaires will remain as noted on the Past Performance Questionnaires. The Government has a lot of work on their end that must be done in reference to the evaluation of past performance; hence, this takes time and the past performance questionnaires are required earlier.

18). Instructions to Offerors, p. 71 – table, item A.2 requires that offerors confirm that the candidates submitted will meet or exceed the requirements in paragraph 5 of the PWS. Can the government clarify what is required to confirm candidate’s requirements, for example, resumes and/or letters of intent? If resumes and letters of intent are required, please consider increasing the page limit for the technical volume or excluding these items from the page count.

RESPONSE: A statement that all candidates submitted will meet or exceed the requirements and qualification as outlined in the PWS will suffice. We are not requesting resumes and letters of intent. The page limit for this volume will not be increased.