Medical Record Coding, Data Entry, 3rd Party Billing, Accounts Receivables & Coding Queue Project

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (10 U.S.C. 2304(g) & 2305 & 41 U.S.C. 253(g) & 253a & 253b) FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994)(Public Law 103-355) & FAR 37.4. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Aberdeen Area Indian Health Service (IHS) intends to award a firm fixed price, non-personal service, requirements type contract in response to Request for Proposal (RFP) 11-18. This is for a base year plus four (4) one-year option years. The Period of Performance is April 1, 2011 through March 31, 2012. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-46. This is a small business set-aside. The associated North American Industry Classification System Code is 518210. NOTICE: The deadline for the submission of clarification questions on this RFP is January 19, 2011, 1:00pm CST. PURPOSE OF CONTRACT: See attached Statement of Work. Various locations throughout the Aberdeen Area Indian Health Service. PRICE SCHEDULE: Medical Records Coding, Data Entry, Third Party Billing, Accounts Receivables, & Coding Queue Project- the quoted unit pricing must be an all inclusive cost (to include but not be limited to transportation, food, lodging, per diem, and fringe benefits). The contractor is responsible for all associated costs for this project. 1. Complete the attached Price Schedule. Attached are the Federal Acquisition Regulations (FAR) and the Health and Human Services Acquisition Regulation (HHSAR) clauses that are applicable including the following: FAR 52.212-1 - Instructions to Offerors - Commercial Items (June 2008): Quotes shall be submitted on company letterhead stationery, signed and dated; it shall include: 1. Solicitation number; 2. Closing date of January 28, 2011 at 11:00am CST; 3. Name, address, telephone number of the offeror and email address of the contact person; 4. Technical description of the item/service being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; 5. Terms of any express warranty; 6. Price and any discount; 7. "Remit to" address, if different than mailing address; 8. A completed copy of the representations and certifications at FAR 52.212-3; 9. Acknowledgement of Solicitation Amendments (if any); 10. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. FAR 52.212-2 - Evaluation - Commercial Items (January 1999): Please respond to the below technical evaluation questions and submit with other needed information. 1. TECHNICAL APPROACH AND MANAGEMENT PLAN: The offeror's technical capabilities shall be assessed based on a demonstrated understanding of the PWS requirements. The Contractor shall define a technical approach that integrates contract management and contract performance activities, using a multifunctional team, to meet cost and performance objectives in the provision of medical record coding, data entry, third party billing, accounts receivables services for the Aberdeen Area. 1. The offeror must define a process to meet the stated requirements of the Internal Control Policy (ICP), which is: Coding/data entry must be entered for all services within 4 days of the date of service. Billing for outpatient claims must be within 6 business days of the date of service and inpatient claims billed within 10 days from the date of service. Contractor has identified a process for accounts receivable within RPMS. 2. Identify quality assurance plan to determine how quality is to be measured, when quality checks occur, and how corrective actions are determined and implemented. By integrating quality control, quality auditing, measurement method validation, and sample validation into the measurement process, the Contractor shall outline how the quality assurance plan will be used to help deliver the highest possible quality result within committed resources, schedule, and budget. 3. The offeror shall document that they have the necessary staff for a project team, optimizing and measuring contract performance, cost savings initiatives, understanding and managing important events or tasks, and maintaining effective working relationships with its service unit customers will be evaluated. To receive all points under this subfactor, offeror must list references from past employers that demonstrate a positive working relationship and successful contract performance. 4. The offeror shall document that they have the necessary technical skills to complete contract requirements in a timely, comprehensive, and successful manner. The offeror shall specifically outline knowledge and experience as it relates to: IHS Internal Control Policy, IHS 3 party billing according to Internal Control Policy (ICP), IHS accounts receivable process according to the ICP, Resource Patient Management System (RPMS); Aberdeen Area Chargemaster; IHS Inpatient and medical record coding, surgical services coding and data entry issues; IHS third party billing issues; Privacy Act; and HIPAA. The above cited documents can be found on the IHS Website at www.ihs.gov or can be made available upon request. 2. PERFORMANCE IMPROVEMENT ACTIVITIES: The Contractor shall outline the common areas of difficulty in performing medical record coding, data entry, third party billing, accounts receivables and coding queue services for Aberdeen Area Indian Health Service facilities and provide in writing what those areas are. The contractor shall propose a strategic process that delivers measurable results, significant cost savings, streamlined operations, increased operational efficiency, flexibility to meet operational environment demands, and access to technology innovations without major investment. 1. The offeror shall outline the difficulties in performing medical record coding, data entry, third party billing, accounts receivables and coding queue services and corrective actions taken/proposed to address them. The offeror's understanding will be evaluated by its discussion of the problems and limitations likely to be encountered in provision of PWS requirements. 2. As a performance improvement initiative to improve operational efficiency, the contractor shall provide a plan outlining proposed strategies to use information technology and best industry practices to improve the effectiveness and efficiency of service unit third party collection operations and in relationship to electronic health record. 3. PAST PERFORMANCE INFORMATION: In order for the offeror to achieve an "acceptable" rating, the offeror shall have demonstrated a commitment to customer service (i.e. timeliness, and quality of services provided, quality of personnel delivered, resolution of conflicts, and customer satisfaction). Each offeror will be evaluated on its performance under existing and prior contracts, subcontracts or jobs. The offeror must list at least three contracts, subcontracts or jobs and include the following information. 1. Name of Government agency/Company; 2. Contract number, if applicable; 3. Dates of service/employment; 4. Total contract value/hourly wage; 5. Brief description of contract work/job duties; 6. Contracting Officer/company manager and telephone number; 7. Program Manager and telephone number, if applicable; and 8. Administrative Contracting Officer and telephone number, if applicable. In evaluating past performance the Government may also use information from its own files, from information provided by the offeror, or from any other sources it deems appropriate. Offeror's will be given the opportunity to clarify information concerning the relevancy of an offeror's past performance information, and any adverse past performance information to which the offeror has not previously had an opportunity to respond. For each contract identified the offeror shall also provide a discussion of problems encountered and their correction, as well as their accomplishments during the performance of the contract. If the offeror has no relative past performance they shall state so. FAR 52.212-3 - Offeror Representations and Certifications - Commercial Items (October 2010) - See attachment for full text and instructions for completion. FAR 52.212-4 - Contract Terms and Conditions - Commercial Items (June 2010) - See attachment; in by reference. FAR 52.212-5 - Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (December 2010) - See attachment for full text. The "Unit Price" is an all inclusive cost. All "inclusive cost" is defined to include travel, lodging, per diem, fringe benefits, i.e. life insurance, social security, federal, state, and local taxes, plus all other costs pertinent to the performance of this contract. A Security Pre-Clearance must be performed for any employees referred to IHS throug this contract. Fingerprints must be completed and adjudicated prior to services being performed under this contract. No contract award shall be made to any vendor or provider listed on the OIG Exclusion List http://exclusion.oig.hhs.gov throughout the duration of the contract. It shall be the responsibility of the contractor to notify the Acquisition Official if there is a change in provider. Should the candidate be found with a non-favorable security clearance, it shall be the contractor's responsibility to replace that candidate working under the contract with a suitable candidate. Submit proposal to the following: Aberdeen Area Indian Health Service Deana Long, Contract Specialist 115 4th Avenue SE, Room 309 Federal Building Aberdeen, South Dakota 57401 OR you may email to contact@example.gov