Department of Veterans Affairs, James A. Haley Veterans Hospital, AMMS (90C), 13000 Bruce B. Downs Blvd., Tampa, FL 33612

R -- MEDICAL RECORD CODING SERVICES SOL RFQ 673-86-99 DUE 082699 POC Charlene K. Stiens, 813-972-7655 This is a combined synopsis/solicitation for commercial items prepared in accordance with the subparts in Federal Acquisition Regulation 12.6 and Veterans Administration Acquisition Regulations as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation number 673-86-99 applies and is issued as a request for quotation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-12. The Standard Industrial Classification Code is 7379 and the business size standard is $18 million. PRICING SHALL BE SUBMITTED FOR: 1. Services In Accordance with (IAW) Statement of Work, 1 LOT. STATEMENT OF WORK: James A. Haley Veterans Hospital is a 431 bed Level III tertiary care teaching hospital with a diverse patient mix, serving 350,000 veterans. Provide three (3) Certified Coders to the James A. Haley Veterans Hospital (VA), 13000 Bruce B. Downs Blvd., Tampa, Florida 33612, in order to provide coding and review of coding for patient care in the ambulatory care setting, specifically, Emergency Room, Ambulatory Surgery Unit, Endoscopy Suites, and Cardiac Cath Lab. The quotation, if accepted shall be effective for the period September 1, 1999 or date of award if subsequent thereto through December 31, 1999. The coders will be responsible for coding or reviewing the coding on medical records as designated by the VA. Workload is currently estimated to be 100% review/coding of medical records in designated clinics (approximately 15,000) and a 10% review of an additional 120,000 (approximately 12,000 records) during the given time frame. Contractor shall provide services of three coders to work normal working hours 8:00 am 4:30 pm weekdays excluding Federal Holidays. Each Contract coder shall be responsible for a minimum of 75 medical records per 8 hours of continuous work or 9 medical records per hour. VA uses the International Classification of Disease-Ninth-Edition-Clinical modification (ICD-9-CM) Coding System and Current Procedural Terminology 4th Edition, (CPT-4). Coders must be currently established as employees of the contract service. Coders will require expertise of having a minimum of two years of continuous coding experience with actual continuous coding experience for the last eighteen months in a comparable facility at a level that meets or exceeds VA's current population. Contract coders shall have one or more of the following credentials: Certified Coder (CC), Accredited Records Technician (ART) or Register Records Administrator (RRA). Upon award of the contract, the Contractor will provide a roster indicating names and certifications of coders who will be providing service to the VA. The VA will provide the Contract coders with 16 hours of computer orientation training. All contracted staff are required to attend this mandatory orientation. The VA will provide self study packets to the Contractor prior to scheduling orientation. The coders will complete the self-study packets prior to orientation and submit them to the VA. The Contractor will be responsible to ensure that Contract employees providing work on this contract are fully trained and completely competent to perform the required work. The Contractor is required to maintain records that document competence/performance level of Contract employees working on this contract in accordance with JCAHO, VHA and other regulatory body requirements. The Contractor will provide a current copy of the competence assessment checklist and annual performance evaluation to the Contracting Officer's Technical Representative (COTR) for each Contract employee working on this contract. Contractor will provide and document a general VA orientation for all Contract employees who are providing work on this contract before the commencement of work on site. VA will provide the content of the orientation to the Contractor at the time of contract award. Documentation of the orientation will be provided to the VA COTR. This orientation will include the following topics: Fire and safety policy and procedure -- Infection control policy and procedure -- Emergency Preparedness/Disaster policy and procedure -- Other Contract employee will attend an area/program/unit specific orientation meeting before or during the start up of the commencement of work on site. The VA will schedule, conduct and document this meeting which will include discussion of the following area-specific topics: Fire and safety policy and procedure -- Infection control policy and procedure -- Emergency preparedness/disaster policy and procedure -- Initial competence assessment -- Area/program/unit specific orientation Other. The VA will monitor the Contract employees' work to ensure contract compliance. Not withstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site, any Contract employee who does not comply with orientation requirements or meet competency requirements for the work being performed When changes in Contract personnel are approved in accordance with the contract, the Contractor must provide evidence of orientation, the current competency assessment, and current performance evaluation. The Contractor is required to develop and maintain the following documents for each Contract employee working on the contract: credentials and qualifications for the job; a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully; includes knowledge and skills required to provide care for certain patient populations as appropriate); a current performance valuation supporting ability of the Contract employee to successfully perform the work required in this solicitation; and listing of relevant continuing education for the last two years. The Contractor will provide current copies of these records with their offer or upon request, for each Contract employee working on the contract. The coder must have signed in and out with the Chief, HIMS in order for the Contractor to be paid. The Contractor shall provide the VA with a monthly statement of hours worked by the coders. The statement will be compared to the list kept by the Chief, HIMS and the number of records coded. The government intends to make a single award to the responsible offeror whose offer is the most advantageous to the government considering price and price related factors. Provision 52.212-2 Evaluation Commercial Items, applies to this acquisition. Award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding the acceptability standards for non-cost (technical) items. The following factors shall be used to evaluate technical acceptability: Contractor shall specialize in the technical aspects of abstracting and coding of medical records. Contractor must be currently providing requested services of a facility comparable to VA. Interested offerors must provide three (3) references to include date of performance, agency's name and telephone numbers with current point contact. Contractor shall provide employees with credentials and qualifications for the service; a current competence assessment checklist; current performance valuation supporting ability of the contract employee to successfully perform the work required in this solicitation; and list of relevant continuing education for the last two years. Offerors shall provide all necessary documentation needed to support technical evaluation of your offer. Offerors shall provide a completed set of provisions with quotation found at 52.212-3, Offeror Representations and Certification Commercial Items. Provisions and clauses found at 52.212-1, 52.212-2, 52.212-4, 52.212-5, 52.217-8, 852.237-70, 852.270-4 also apply. Current revision of US Dept. of Labor Wage Determination #94-2125 is applicable. Quotations shall be submitted to the address listed above or faxed to 813-903-4838 or 813-972-7502 and directed to theattention of Charlene K. Stiens (90C). The solicitation number 673-86-99 shall be listed on the outside of your quotation for identification purposes. Posted 08/06/99 (W-SN364471). (0218)

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