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FBO DAILY ISSUE OF JANUARY 05, 2002 FBO #0034
PRESOLICITATION NOTICE

Q -- MEDICAL RECORDS CODING SERVICES

Notice Date

1/3/2002
 

Notice Type

Presolicitation Notice
 

Contracting Office

Department of the Navy, Naval Supply Systems Command, FISC NORFOLK DETACHMENT WASHINGTON, 1014 N Street SE, Suite 400 Washington Navy Yard, Washington, DC, DC, 20374-5014
 

ZIP Code

20374-5014
 

Solicitation Number

N00600-02-R-0381
 

Response Due

1/15/2002
 

Archive Date

1/30/2002
 

Point of Contact

James Barrett, Contract Specialist, Phone 202-433-6383, Fax 202-433-0038, - Henry Alford, Contract Specialist, Phone 433-4264, Fax 202-433-5414,
 

E-Mail Address

James_P_Barrett@fmso.navy.mil, Henry_A_Alford@fmso.navy.mil
 

Description

DESC I. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. II. This solicitation, N00600-02-R-0381, is being issued as a Request for Proposal (RFP). III. The solicitation document and incorporated provision/clauses are those in effect through FAC # 2001-03 and DCN 20011206. IV. This solicitation is UNRESTRICTED. All responsible sources may submit a proposal, which will be considered. Applicable NAICS - 514210. V. A list of Contract Line Item Numbers (CLINS) and their items are: Base Period, CLIN 0001: Inpatient Medical Records Coding. CLIN 0002: Outpatient/APV Medical Records Coding. Estimated Base Period beginning 01 February 2002 through 30 September 2002, plus three (3) one year Options, in accordance with (IAW) the Statement of Work (SOW). IV. Description of Requirement, SOW is as follows: The National Naval Medical Center (MC), Bethesda, Maryland has a requirement for ICD / CPT Coding Services to be contracted on an annual basis. The services required by this contract are on an as needed basis and there are no guarantees, implied or explicit as to any specific totals on the volume of work to be preformed. Estimated volumes for base year and option years are projected as follows: 7000 Inpatient Medical Records, 12,000 Ambulatory Procedures / Physician Office Visits. MC is a 245-bed tertiary care military treatment facility with an average of 840 inpatient discharges and 1500 ambulatory procedure visits per month. As a teaching and research medical center, the case mix reflects a range of complex diagnoses and procedures supported by forty-two specialty clinics and affiliations with other prestigious medical and research centers such as the National Cancer Institute and National Institute of Health. The contractor (Ktr) is required to provide on-site coding and abstracting services for the following types of records: inpatient medical records, ambulatory procedure records, outpatient clinic visits (physicians office visits). Hard copy documented medical records will be provided and such documentation can include: Narrative (discharge) summaries, physician and allied health personnel progress notes, abbreviated medical records (to include brief summary of chief complaint, history and physical exams, diagnoses, procedures, condition on discharge, etc.), operative and procedure reports, physicians orders, consultations, history and physical examinations, laboratory, pathology, radiology and nuclear medicine reports, etc. The Ktr will be required to utilized the official version of the International Classification of Diseases, Ninth Revision, Clinical Modification, issued by the U.S. Department of Health and Human Services (ICD-9-CM) and Current Procedural Terminology, Fourth Edition (CPT-4) published by the American Medical Association. In addition, the Ktr's staff are required to reference the official ICD-9-CM guidelines for coding and reporting approved by the cooperating parties (American Hospital Association, American Health Information Management Association, Health Care Financing Administration, now CMS, the Centers for Medicare & Medicaid Services and the National Center for Health Statistics), the AHA's Coding Clinic for ICD-9-CM, the AMA's CPT Assistant publication and National Naval Medical Center's Specific Coding Guidelines, to ensure accurate assignment of codes. The Ktr is required to supply their staff with the required reference materials (such as current coding books and updates) and to ensure their participation in on-going continuing education on coding, drg/apc grouping, E&M, and hepes principles. Daily Productivity Reports are to be submitted to the MC site supervisor by Ktr personnel. Daily productivity standards have been established for this contracted service as follows: Coding of inpatient medical records: 3-7 records per hour; Coding of Ambulatory Procedure Records/Physicians Office Visits: 10-20 records per hour. Contracted services are for coding only, with assignment of codes and related provider information, dates of procedures and patient identifiable information documented on (hard copy) Coding Worksheet form. No on-line data entry of coded information is required. A minimum of three client references should be submitted with response to this statement of work. Name and address of facility, name and telephone number of point of contact at facility, and dates of performance must be included. The Ktr's personnel will be required to make necessary corrections and at no charge to MC, for any codes assigned in error. Services are to be provided on an as needed basis with staff availability within forty-eight hours of notification of need for services. The Ktr's personnel should be specialists in the field of health information coding and abstracting. They are required to have current certification (documented evidence to be submitted at time of award) as Certified Coding Specialists and/or Registered Health Information Technician or Administrator credentialed by the American Health Information Management Association. They are required to have recent experience performing similar functions in tertiary care medical centers. An updated resume of proposed personnel scheduled to staff this contract must be included in response to this statement of work. The Ktr's personnel must display the professionalism, behavior and competence of certified coding specialists. This expectation is further defined to require ability to function independently after being given clear directives and in absence of site supervisor. Employees may be scheduled to work on evening hours. The Ktr's personnel should have at a minimum, two years of continuous coding experience, within the most recent twenty-four month period of staffing this contract. The Ktr's personnel are required to participate in mandatory medical center general orientation and obtain mandatory medical center identification badges and parking stickers. The Ktr shall establish and maintain such controls and operating procedures as may be necessary to assure that services performed under this contract meet acceptable levels of quality. A quality control plan must be included with all responses to this statement of work. The plan may be revised IAW government comments within sixty days after award. The Ktr's Quality Control Plan must include: the names and qualifications of individuals performing quality assurance review functions and the extent of their authority; methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable; methods of documenting enforcement of quality control operations, including inspections or professional credentialing techniques. The Ktr is required to perform on-going quality assessment audits of accuracy of coding assignments performed by personnel. Documented audit reports outlining findings of audits should be submitted at least once per FY quarter, to the MC site supervisor. The Ktr is required to provide on-going summaries of total number of records coded by staff, indicating balance of records remaining on contract awarded. VII. Date(s) and Place(s) of Services: Services will be performed at the National Naval Medical Center, Bethesda, MD. 20889-5600. VIII. FAR Clause 52.212.1 (Oct 2000), "Instructions to Offerors-Commercial Items" applies to this acquisition. IX. FAR Clause 52.212.2 (June 1999) "Evaluation-Commercial Items" applies to this acquisition. Proposals will be evaluated based on Lowest Cost, Technically Acceptable. The following factors shall be used to evaluate technical acceptability: Ktr personnel should be specialists in the field of health information coding and abstracting. Ktr personnel are required to have current certification (documented evidence to be submitted at time of award) as Certified Coding Specialists and /or Registered Health Information Technician or Administrator credentialed by the American Health Information Management Association. They are required to have recent experience performing similar functions in tertiary care medical centers. An updated resume of proposed personnel scheduled to staff this contract must be included in response to this offer. Interested bidders must provide three (3) references to include dates of performance, agency's name, address of facility, name and telephone number of point of contact. Ktr shall submit a quality control plan with their proposal. The plan may be revised IAW government comments within 60 days after award. Ktr quality control plan shall include: (1) Names and qualifications of individuals performing quality assurance review functions and the extent of their authority, (2) Methods of identifying deficiencies in the quality of services performed before that level of performance becomes unacceptable, (3) Methods of documenting enforcement of quality control operations including inspections or professional credentialing techniques. X. Offerors must include a completed copy of FAR provision 52.212.3 (May 2001), "Offeror Representations and Certifications-Commercial Items", and DFAR 252.212-7000 (Nov 1995) "Offeror Representations and Certifications-Commercial Items", with this offer. XI. FAR Clause 52.212-4 (May 2001), "Contract Terms and Conditions-Commercial Items" applies to this acquisition. XII. FAR Clause 52.212-5 (May 2001), "Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items" and DFAR Clause 252.212-7001 (Nov 2001), "Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items" apply to this acquisition. FAR Clause 52.212-5 (May 2001), paragraphs (a), (b) (7), (b)(8), (b)(9), (d) and (e) apply. FAR Clause 52.204-6 (June 1999), "Data Universal Numbering System (DUNS) Number" is hereby incorporated by reference. XIII. The total duration of this contract shall not exceed eight (8) months. XIV. DPAS rating is N/A. XV. N/A. XVI. Proposals are due 15 January 2002 at 2:00 p.m. Local Time at the CUSTOMER SERVICE CENTER, FLEET AND INDUSTRIAL SUPPLY CENTER, NORFOLK DETACHMENT WASHINGTON DC, 1014 N STREET SE, SUITE 400, WASHINGTON NAVY YARD, DC 20374-5014 ATTN: (02W2.1J). FAX (202) 433-9569. XVII. For information regarding this acquisition contact James P. Barrett at (202) 433-6383. Offerors MUST familiarize themselves with the NEW regulations concerning Commercial Item acquisition contained in FAR Part 12 and must ensure that all Representations and Certifications are executed and returned as called for in this Combined Synopsis/Solicitation.
 

Place of Performance

Address: NATIONAL NAVAL MEDICAL CENTER, BETHESDA, MARYLAND

Zip Code: 20889-5600

Country: USA
 

Record

SN20020105/00011164-020104090518 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(will not be valid after Archive Date)

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