A.09.01_Presolicitation_Questions_-_Government_Responses_051817.pdf

Document Pg # Para # Question Government Response

Draft Solicitation-

050217 75 4.3.2.2

Is Office 365 “equivalent” to the requirement in 4.3.2.2? If not, how is equivalency to Office 2010 determined?

Microsoft Office subscription plans are equivalent.

Draft Solicitation-

050217 75 4.32.5

Is McAfee the only acceptable antivirus solution? If not, how is equivalency determined?

Symantec is equivalent.

Draft Solicitation-

050217 75 4.3.Equipment

If a virtualized desktop infrastructure is utilized which provides virtual processors, RAM and disk to each user meeting the 4.3.1 requirements, does that satisfy those requirements?

Though this is a supported method of connection when necessary, it's somewhat like connecting to a VPN first before connecting to

AVHE, so it can present some challenges. For that reason, please follow PWS language.

Draft Solicitation-

050217

4.3- Computer

Specification

The new requirments for computer for vendors to provide a specific computer build is not a core function of coding. As such, the variable in pricing these computers have a negative impact on the overall price, if an organization does not have access to bulk ordering. Question: Would the government, in an effort to determine the most accurate price for the completed coded encounters, provide a not to exceed or standard price/cost for the required computers?

No

Draft Solicitation-

050217

4.3- Computer

Specification

We are currently providing coding services to DoD using

AVHE via Windows 10 workstations. There have been no performance or connectivity issues. Is this “equivalent” to the

4.3.2.1 requirement? If not, can you provide a detailed technical explanation?

Windows 10 is acceptable.

Draft Solicitation-

050217 75 4.3.2.1

It is far more technically manageable for coders to connect to a corporately controlled virtualized desktop environment and then from there connect to AVHE. Windows Server 2012 provides a Windows 8 user interface to the end user. Is this

“equivalent” to the software requirement of 4.3.2.1

Though this is a supported method of connection when necessary, it's somewhat like connecting to a VPN first before connecting to

AVHE, so it can present some challenges. For that reason, please follow PWS language.

Government Responses Presolicitation W81K04-17-R-0001 051817

Draft_Solicitation

050217 77 5.2.4.4

Draft RFP states - The contractor shall provide a written list to the MTF-specific COR at least once per week of records coded, and by the fifth workday after the end of the month for reconciliation and billing. Additionally, the contractor shall provide to each MTF-specific COR the list of records returned for additional documentation/unable to code and queried records/not coded at least once per week. QUESTION: In order to provide this level of reporting contractor will need access to the CCE Reporter Module. Will the government provide awardees access to the CCE Reporter Module for each

MTF serviced?

Yes

Draft Solicitation-

050217 73 3.2.1

"When directed by the KO, CSPs shall complete all such training in a paid status (5-day average for training attendance) as part of the normal services required and billed under the contract" a. This 5 days of training could require coders to be traveling for 7 days. As many who are remote coders work from home for a reason, is it possible to handle this with training the trainer or another method?

Under Consideration.

Draft Solicitation-

050217 73 3.2.1

b. How much notification is needed to set up training when there is turnover with coders?

In accordance with PWS 1.16, "The government will provide designated locations and facilities to the contractor not later than

(NLT) 21 days prior to the event."

Draft Solicitation-

050217 73 3.2.1

c. Should salaries for the training be included in the price per record or will it be a pass through reimbursement?

Included in price per record.

Draft Solicitation-

050217 73 3.2.1

" The contractor shall be responsible for contractor travel to

MTF locations for unique training (e.g., Essentris, AHLTA, CHCS, CCE, and MHS Genesis) on a cost reimbursable (See

PWS 1.16 Travel.)"

a. If we have leads that have MTF specific training is it possible to handle this training utilizing Train the Trainer or another method?

Under Consideration.

Draft Solicitation-

050217 73 3.2.1

b. If “Train the Trainer” is an option, are there specific certifications required for the trainer?

Under Consideration.

Draft Solicitation-

050217 75 4.3-4.3.2.8

May coders use their own systems if they meet technical requirements as outlined in the solicitation?

Yes.

Draft Solicitation-

050217 75 4.3-4.3.2.8

Windows 8 is no longer available. Can the vendor use

Windows 7 since Windows 10 does not access to AVHE at this time?

No.

75 4.3-4.3.2.8

Will the vendor be reimbursed for the cost of upgrading the OS in the future or should this anticipated cost be included in the proposal?

Vendor will not be reimbursed for the cost of upgrading the OS in the future.

Draft Solicitation-

050217 N/A N/A

At the Pre-solicitation conference the agency stated the industry standard for outpatient records is 120 per day.

a Is this for clinical (on site) or remote?

Industry standard for outpatient medical coding.

Draft Solicitation-

050217 N/A N/A b Is the 120 records per day standard to be used for calculating the productivity factor?

Offeror shall use whatever productivity factor is most advantageous to their offer.

Draft Solicitation-

050217 N/A N/A c Is productivity per day based on a 7 or 8-hour day?

Offeror shall use whatever productivity factor is most advantageous to their offer.

5. DESCRIPTION

OF WORK. 5.2.7

Is it possible that the contract is provided the same amount of days/ hours allotted per the MHS policy to code outpt, APV and Inpt encounters. May consideration be taken especially for the time difference between overseas facilities and US coding staff?

5. DESCRIPTION OF WORK. 5.2.7 Responds to workload fluctuations (volume and complexity). Contract Service Providers

(CSPs) shall be responsible for processing and coding Outpatient

Clinic (OP) Records within two (2) business days from date of assignment and Emergency Department (ED), Ambulatory Procedure

Visits (APVs), and Inpatient Professional Service Rounds (IPSR) within seven (7) business days from date of assignment. MTF-specific

COR will communicate on a weekly basis, or on a needed basis, with the contractor to identify coding workload requirement. PER DOD

INSTRUCTION 6040.42---MANAGEMENT STANDARDS FOR

MEDICAL CODING OF DOD HEALTH RECORDS pg 9. (6) In accordance with legal and medical coding practices, the MTFs will use the following guidelines to code minimum standard targets for

DQMC reporting, as specified in DoDI 6040.40: (a) 100 percent of outpatient encounters, other than ambulatory procedure visits, must be coded within 3 business days of the encounter. (b) 100 percent of ambulatory procedure visits must be coded within 15 days of the encounter.

(c) 100 percent of inpatient records must be coded within 30 days after discharge. PER DEFENSE HEALTH AGENCY UNIFORM

BUSINESS OFFICE USER GUIDE 4.1. It is still good practice to ensure that ADM encounters are coded as soon as possible. There is an MHS policy that outpatient encounters should be coded within 72 hours of the encounter. For APVs and excisions of lesions in the office, this may be slightly delayed to ensure the laboratory results are back so the excisions can be correctly coded as benign or malignant.

No.

d.Volume IV, Factor 3, Past and/or Current

Performance,Secti on 1-5

Can you clarify if an Offeror and Major Subcontractor can each submit 3 contracts of Past and/or Current Performance

(total of 6), OR is it a maximum of 3 contracts for the Offeror and Major Subcontractor combined? Also, if the Offeror submits 4 contracts and the Government rules that one of the first three contracts submitted fails to meet the recent / relevant rule, will the Government consider the 4th contract submitted for recent/relevancy?

Per 52.212-1, Addendum, Paragraph 2.c. Volume III, Factor 2-

Presenat and Past Performance; "The offeror shall submit present and past performance information for up to three (3) contracts..."

and "If an offeror submits more than three contracts, the

Government will evaluate only the first three listed contracts for recency and relevancy. The three contracts may include prime and any major subcontractor(s) projected to perform on any resultant contract."