Fleet and Industrial Supply Center, Norfolk Washington Detachment 901 M.Street, S.E. Bldg. 200 4th Flr., Washington Navy Yard, Washington, DC 203

R -- MEDICAL CODING SERVICES FOR THE NATIONAL NAVAL MEDICAL CENTER SOL N00600-99-R-1038 DUE 041499 POC Darien DiCamillo, (202) 433-2051 E-MAIL: Click here to contact Darien DiCamillo, darien_dicamillo@fmso.navy.mil. I. This is a COMBINED/SYNOPSIS SOLICITATION for commercial items prepared in accordance with the format in Subpart 12.6, 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, N00600-99-R-1038, is being issued as a request for proposals (RFP). III. The solicitation document and incorporated provisions /clauses are those in effect through FAC #97-4 and DAC #91-12. IV. This solicitation is UNRESTRICTED. All responsible sources may submit a proposal, which will be considered. Applicable SIC 7379 V. A list of Contract Line Item Numbers (CLINS) and their items are: Base Period, CLIN 0001: Services In Accordance with (IAW) Statement of Work (SOW), 1 LOT PERIOD OF 5 MONTHS; Option I, CLIN 0002: Services IAW SOW, 1 LOT PERIOD OF 12 MONTHS. Option II, CLIN 0003: Services IAW SOW, 1 LOT PERIOD OF 12 MONTHS. VI. DESC. OF REQUIREMENT, SOW is as follows: National Naval Medical Center (MC) is a 378 bed tertiary care training facility of US Military that averages 1500 discharges per month with a complex and unique case-mix population. Forty-two clinical services, a wide range of diagnosis and procedures exist that under normal circumstances would not be seen in an average acute care setting. This contract will be utilized on an as needed basis and cannot guaranteed any specific total volume of work. The contractor (ktr) shall provide in accordance with on-site services for the coding on MC Patient Administration Department, Ambulatory Patient Records for Coding and Analysis Division. All diagnosis and procedures are to be coded and included date(s) of procedure(s). An Ambulatory Patient Record that is available for coding consists of the following: Narrative Summary (Long/Short), Operative Reports, Pathological Reports (s) (if applicable), Physicians Orders, Physicians Notes, Nursing Notes, Consults, Laboratory Reports (if available). MC uses the International Classification of Diseases-Ninth-Edition-Clinical modification (ICD-9-CM) Coding System, Current Procedural Terminology 4th Edition, (CPT-4) and the diagnostic related group (DRG) version 11.0 format for grouping the case mix population at this facility. Ktr shall provide accurate coding and sequencing of all medical diagnosis following DRG format. Procedures To Be Coded- Ktr shall provide accurate coding of all operating room procedures, therapeutic procedures, diagnostic procedures, and studies performed at this facility. MC utilizes an encoder/grouper system for the assignment of DRG's. This system provides ability to depict resource applications and workload being performed by this facility. This necessitates 100% coding accuracy. Correction of specified medical records will be completed by ktr within 24 hours of notification at no additional charge. Ktr shall be responsible for a minimum of 75 medical records per 8 hours of continuous work or 9 medical records per hour. Medical records shall be provided from all the 42 clinical services at facility. Ktr shall be able to provide services of three coders to work normal working hours (0700-1530) weekdays, evenings after 1400 hours (2:00 p.m.) and weekends. To provide appropriate support to this facility, ktr shall provide services on an "as needed basis" within 8 -- 12 hours via telephone notification. Request for services will vary depending on workload. Materials used by contract coder(s)are the responsibility of ktr, which includes ICD-9-CM Coding Manuals CPT-4 manuals, accurate and timely updates to manuals, current coding clinics, and any other materials necessary to fulfil services. Ktr shall report to the supervisor of coding and analysis, on weekly basis, the number of charts completed for the week and the number of charts remaining on the contract. Ktr shall conduct monthly on-site quality assessment to ensure the quality of work meets contract specifications. A report of reviewed records will be submitted by ktr to the Supervisor of Coding/Analysis division. Ktr shall provide supervisor of coding division with a copy of daily production at the end of each visit to the facility. Ktr shall provide coding accuracy, quantity and quality of work as specified by the terms in the contract. Coders must be currently established as employees of the contract service with tenure of at least one year, MC is composed of forty-two clinics, that provide a large volume of unique and complex medical episodes. Coders will require expertise of having a minimum of four years of continuous coding experience with actual continuous coding for the last eighteen months in a comparable facility at a level that meets or exceeds MC's current case mix population. Contract coders shall have one or more of the following credentials: Certified Coder (CC), Accredited Records Technician (ART), or Register Records Administrator (RRA). Only experienced personnel with actual continuous coding for the 18 months at comparable facility will be acceptable for this service. 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. Quality control plan shall include a method for identifying deficiencies in performance or accuracy and subsequent corrective actions. VII. Date(s) and Place(s) of services: Services will be performed at the MC, Bethesda, MD, 20889-5600. VIII. FAR Clause 52.211-2, "Instructions to Offerors-Commercial" applies to this acquisition. IX. FAR Clause 52.212-2, " 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 shall specialize in the technical aspects of abstracting and coding of medical records. Ktr must be currently providing requested services of a facility comparable to MC. Interested bidders must provide three (3) references to include dates of performance, agency's name and telephone numberswith current point contact. Ktr shall submit quality control plan with their proposals. The plan may be revised in accordance with government comments within 60 days after award. Ktr quality control plan shall include: (1) Names and qualifications of individuals performing inspections and the extent of their authority, (2) Methods of identifying deficiencies in the quality of services performed before that level of performance becomes unacceptable (this will include descriptions of sampling techniques), (3) Methods of documenting of enforcing quality control operations including inspections and (4) Format for the ktr's quality control report. X. Offerors must include a completed copy of FAR provision 52.212-3, " Offeror Representations and Certifications-Commercial Items" and DFARS 252.212-7000, Offeror Representations and Certifications-Commercial Items, with its offer. XI. FAR clause 52.212-4, Contract Terms and Conditions- Commercial Items" applies to this acquisition. The following clause is included as addendum: CONTRACT TYPE. The resulting contract will be a firm fixed price services type contract. XII. FAR Clause 52.212-5, "Contract Terms and Conditions Required To Implement Statutes Or Executive Orders-Commercial Items" and DFARS clause 252.212-7001," Contract Terms Applicable To Defense Acquisitions of Commercial Items" apply to this acquisition. FAR clause 52.212-5 paragraphs (a), (b) (1), (b) (2), (b) (3), (b) (6), (b) (7), (b) (80, (b) (9), (d) and (e) apply. FAR CLAUSE 52.204-6, "Contractor Identification Number-Data Universal Numbering System (DUNS) Number" is hereby incorporated by reference. XIII. The following clauses apply to this acquisition: FAR clause 52.217-8,"OPTION TO EXTEND SERVICES". OPTION EXERCISE FISCNORVADETWASH I8) (JAN 1994) The option referenced in FAR 52.217-8, "Option to Extend Services," may be exercised by written notice from the Contracting Officer prior to the expiration of the current period of performance, regardless of the existence of any Option(s) in the contract (the prices of which would otherwise be effective during the period of performance being extended under FAR 52.217-8). Accordingly, the costs/prices identified within the period of performance being extended by the Contracting Officer shall supersede those of any unexercised Option(s) remaining in the contract. OPTION TO EXTEND THE TERM OF THE CONTRACT, FAR 52.217-9 (MAR 1989) (a) The Government may extend the term of this contract by written notice to the ktr within 30 days of contract expiration; provided that the government shall give the ktr preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the government to an extension. (b) If the government exercises this option, the extended contract shall be considered to include this option provision consideration. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 29 months. XIV. DPAS Rating is N/A. XV. Proposals are due 14 APRIL 99 at 2:00 PM local time at the FLEET AND INDUSTRIAL SUPPLY CENTER NORFOLK, DETACHMENT WASHINGTON DC (O2W2.2C), WASHINGTON NAVY YARD 1014 N STREET SUITE 400, WASHINGTON DC 20374-5014. XVI. For information regarding this acquisition contact Darien DiCamillo at (202) 433-2051. 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 synopsis solicitation. Posted 04/02/99 (W-SN315898). (0092)

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