SOLICITATION NOTICE
R -- CODING AND DATA ENTRY TECHNICIANS
- Notice Date
- 10/7/2005
- Notice Type
- Solicitation Notice
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North PO Box 36600, Billings, MT, 59107
- ZIP Code
- 59107
- Solicitation Number
- RFQ-10-06-003-REL
- Response Due
- 10/28/2005
- Archive Date
- 11/11/2005
- Description
- 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) and 2305 and 41 U.S.C. 253(g) and 253a and 253b), FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), and FAR 37.104, Personal Services Contracts (Public Law 103-332, Department of the Interior and Related Agencies Appropriation Act, Title II, September 30, 1994, 108 Stat. 2530 and FAR Subpart 37.112). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) reserves the right to award multiple firm fixed-price performance-based commercial item purchase orders in response to Request for Quotation (RFQ) 10-06-003-REL. This solicitation is restricted to 51% Indian-owned businesses pursuant to the Buy Indian Act (25 U.S.C. 47). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-06. The associated North American Industry Classification System code is 518210 and the small business size standard is $21.0 million. PRICE SCHEDULE: Potential offerors shall propose an amount or rate per form for one or all of the Contract Line Items: CONTRACT LINE ITEM NUMBER (CLIN) ONE: 20,000 FORMS @ $________ per FORM = $__________; CLIN TWO: 10,000 FORMS @ $________ per FORM = $__________; CLIN THREE: 10,000 FORMS @ $________ per FORM = $__________. STATEMENT OF WORK: The purpose of this acquisition is to contract for Coding and Data Entry Technicians for the Blackfeet Service Unit, PHS Indian Hospital on the Blackfeet Indian Reservation, Browning, Montana. The contractor will be required to perform the services onsite and shall code and input no less than 600 forms per week. Major Duties: The contractors shall be trained and experienced medical record coders who will code the diagnoses, procedures exams, tests, etc., on the PCC encounter record, the PCC+ encounter record and or the T System physician charting template. The contractors must utilize the ICD 9 and HCPC codes for all diagnoses, procedures, examinations, tests, etc. The final diagnoses must be sequenced correctly. All required PCC form independent entries must be entered into the RPMS system as required by clinical documentation. The contractors must be experienced utilizing the RPMS PCC software. Deficient or illegible forms are sorted out from the documents and returned back to the Blackfeet Service Unit Medical Records Staff. Quality control must be performed on every coded and key taped encounter document. All documents will be returned to the Blackfeet Service Unit Medical Records Department after they have been verified through the contractors specified quality control system. Documents requiring corrections, additions, or changes will be returned to the contractor as required. The contractor will be required to work specific portions of the Visit Error Report (VRR) generated monthly before export of the said original PCC and make the amendment or correction as appropriate. The contractor will work closely with the Blackfeet Service Unit coding and data entry staff, Acting Lead PCC Computer Operator and the Medical Records Supervisor to ensure all coding and data entry requirements are consistently met. KNOWLEDGE REQUIRED BY THE POSITION: Knowledge and skill in utilizing the RPMS software system, Microsoft applications and specifically the RPMS PCC software. Knowledge of PCC form data elements and form mnemonics. Knowledge of CPT, HCPCs and ICD 9 coding conventions. Ability to code proficiently. Knowledge of evaluation management EM coding. Ability to decipher the medical providers handwriting. Knowledge of medical terminology, anatomy, physiology, limited pharmacology terminology. Knowledge of the VRR (visit review report) error correcting procedures. Ability to learn and utilize the Electronic Health Record (EHR) interface with RPMS software to include: Enter amend progress notes, document exams, pt education, skin tests and immunizations, perform late entry of notes, performs pharmacy, lab, radiology order entry, and updates problems lists through EHR. ADMINISTRATIVE OVERSIGHT: The supervisor defines the continuing assignment with procedures and methods to be used, priorities and deadlines. The supervisor helps the contractor with difficult or controversial aspects of the job requirement. The contractor uses initiative in planning and carrying out the day-to-day workload. Final work is reviewed, as needed, for conformance to policies and regulations, timeliness and satisfaction of the supervisor. Other IHS employees will assist the project officer in monitoring the contract and will be designated as alternates in the absence of the supervisor. The responsibility of the Indian Health Service is to supervise, monitor and ensure that the contractor is adequately performing the requested services, deliverables, duties and responsibilities in accordance with the Statement of Work and performance standards for which they were hired to accomplish. SUPERVISION: The Contractor is subject to the supervision and direction of the Medical Records Supervisor or the Assistant Medical Records Supervisor in the Medical Records Supervisors absence. The supervisor will define the continuing assignments with procedures and methods to be used, priorities, and deadlines. The supervisor will assist the contractor with difficult or controversial aspects of the job requirement. Final work will be reviewed, as necessary, for conformance to policies, regulations, and timeliness. The contractor will receive instructions from the Medical Record Supervisor and in her absence from the acting Lead PCC Computer Operator. The appropriate portion of the VRR report will be distributed by the acting Lead PCC Computer Operator. GUIDELINES: PCC Data Entry Users Guide, Established IHS and ADP policies and procedures, Dorlands Medical Dictionary, ICD 9 CM Volumes I, II, III, CPT Procedural Code Book, HCPCs Level II Code Book, Physicians Desk Reference Guide and Tarascon Pharmacopoeia Manual. Electronic Health Record manuals and text integration utility (TIU) templates for utilizing the EHR in the medical records setting. COMPLEXITY: Complexity demonstrated by the interactive nature of the RPMS data systems and operations which require the contractor to understand impacts of various departmental data input, i.e., Lab, Radiology, Behavioral Health, PHNs, Emergency Room, Dental, Diabetes Program, etc. Competent judgment required to interpret the diagnoses and procedures and assign the correct codes. The contractor must have ability to relate drugs, lab results, xray and exam findings to diagnoses. Established productivity levels must be maintained with a high degree of accuracy as defined by the IHS PCC data entry and coding standards of performance. IHS is rolling out an electronic health record, which will require considerable training effort at the time of implementation as well as ongoing program training. The contractor will be trained in the basic skills for supporting the IHS EHR. SCOPE AND EFFECT: Critical to third party revenue generation and the Service Unit workload data. Critical to patient care services for accessing up to date, accurate patient health information by the providers electronically. PERSONAL CONTACTS: Physicians, health care providers, hospital administrators, site manager, clinical applications coordinator, medical records supervisor, business office manager, PCC data entry staff within the medical records department. PURPOSE OF CONTACTS: Resolving issues with providers, medical records staff, clinical applications coordinator, business office staff and other data entry staff. Influencing and motivating health care providers and managers to document quality and reliable information in the medical records and the electronic health record. Coordinating data export schedule with the Area Office. PHYSICAL DEMANDS: Work is generally sedentary. Majority of time is spent entering medical data and classifying diagnoses and procedures, which requires intense concentration. WORK ENVIRONMENT: The work is performed in an office setting, which is generally well light, has adequate ventilation and temperature control. Usage of the PC VDT and keyboard are extensive. The visual demands of the VDT usage can cause eyestrain, headaches, poor concentration and irritability, if glare screens are not in place. Keyboarding for long periods of time can cause shoulder, arm and wrist strain leading to more serious conditions if wrist supports are not utilized. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The contractors performance will be measured based on the following Performance Requirements: (1) Timeliness of Coding and Data Entry Services; (2) Errors; and (3) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) The contractor shall adhere to the Blackfeet Service Units established productivity levels; (2) The contractor shall adhere to the Blackfeet Service Units established policy relating to error rates; and (3) 5 or more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Random Sampling by the project officer or her designee; (2) Random Sampling by the project officer or her designee; and (3) Validated Complaints. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. Deductions shall be assessed against individual invoices when services are not performed or do not meet contract requirements. PERIOD OF PERFORMANCE: The purchase order term shall be from date of award through September 30, 2006. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with the following: (1) Office space including a telephone; (2) access to standard and specialized equipment including a computer, copy machines, and facsimile machines. The Medical Records Department will be responsible for getting the Contractor access and clearance to all pertinent ARMS; intranet, internet, and computer services necessary to carry out his/her duties; and (3) office supplies. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PROJECT OFFICER: The project officer shall be responsible for: (1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Project Officer. The Contractor agrees to include the following information on each invoice: (1) Contractors name and address; (2) Purchase Order Number; (3) Invoice number and date; (4) Dates of Service including the number of forms processed and total amount due; and (5) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where Federally funded children's services are provided. CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI). A CNACI must be completed for all Indian Health Service (IHS) contractor personnel within the Billings Area. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act and P.L. 101-647, Crime Control Act of 1990, require the IHS to conduct a character and criminal history background investigation on all contractors performing services in IHS facilities. The character and background investigations will be conducted by the Billings Area IHS Human Resource Branch. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION ?COMMERCIAL ITEMS (JAN 1999): (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Responsibility factors shall be utilized in lieu of formal technical evaluation criteria. To be considered for award of a contract under the solicitation the offerors must meet the following minimum acceptable qualifications. The following factors shall be used to evaluate the acceptability and unacceptability of offers. The factors shall also be the basis for awards: (1) ABILITY TO TYPE = 10 POINTS; (2) ABILITY TO CODE UTILIZING ICD 9, CPT, AND HCPCs = 15 POINTS; (3) PROFICIENT IN UTILIZING THE RPMS PCC AND SKILL IN USING OTHER IHS RPMS SOFTWARE PACKAGES = 15 POINTS; and (4) KNOWLEDGE OF THE PATIENT CARE COMPONENT (PCC) SYSTEM FUNCTIONS = 15 POINTS; (5) ABILITY TO READ HANDWRITING OF PROVIDERS = 15 POINTS; AND (6) PAST EXPERIENCE WITH CODING AND DATA ENTRY SOFTWARE SYSTEMS, POLICIES, AND PROCEDURES (The offeror must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must list at least three contracts/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) 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 = 30 POINTS. Technical and past performance, when combined, are considered approximately equal to cost or price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.212-4, 52.212-5, 52.215-5, 52.217-8, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.245-2, 52.249-12, 352.202-1, 352.215-1, 352.215-70, 352.223-70, 352.232-9, 352.270-2, 352.270-4, 352.270-6, and 352.270-7. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-8, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-13 and 52.232-33. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at http://www.arnet.gov and http://www.hhs.gov/ogam/oam/procurement/hhsar.html. PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. Contractors intending to conduct business with the Federal Government must register with the Department of Defense Central Contractor Registration (CCR) database prior to award. The CCR is the primary Government repository, which retains information on Government contractors. You may register via the Internet at http://www.ccr.gov or by calling (888) 227-2423 or (269) 961-5757. All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 304, Billings, Montana 59101, no later than 5:00 p.m., on October 28, 2005. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your companys name and address. Offers will also be accepted by e-mail at RLangager@mail.ihs.gov or by fax at (406) 247-7108. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 60 days from the date of receipt by the Government.
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