Q601--631-26-2-9810-0017 Medical Coding ATTN Sebastian Freeze (VA-26-00033978)

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services, issued as an RFQ. The Network Contracting Office (NCO) 1 - New England is seeking to procure Medical Coding Services for the Northampton VA Medical Center. The contract will be a Firm-Fixed Price type with a base year and four option years.

• Medical Coding Services

• Services are for the Northampton VA Medical Center.

• Contract Type: Firm-Fixed Price

• Period of Performance: Base year with four (4) option years.

• This solicitation is issued as an RFQ. Quotes are requested; a written solicitation document will not be issued.

• The solicitation document and incorporated provisions and clauses are effective through Federal Acquisition Circular 2026-01.

• Response Date/Time/Zone: 06-12-2026 9:00 EASTERN TIME, NEW YORK, USA.

• Questions or concerns should be forwarded in writing via email to Sebastian Freeze at sebastian.freeze@va.gov.

• This solicitation is set-aside for 100% SDVOSBs/VOSBs (Service-Disabled Veteran-Owned Small Businesses / Veteran-Owned Small Businesses).

• NAICS Code: 541511 (Custom Computer Programming Services) with a small business size standard of $34.0 million.

• FSC/PSC: Q601 (Medical Coding and Auditing).

• This document is an amendment that extends the solicitation deadline, clarifies technical requirements, adds a past performance requirement, renames sections, removes "Veterans Involvement" due to the set-aside, moves subcontracting instructions, and adds a resume requirement for the intended supervisor/director.

Solicitation

This solicitation seeks quotations for Medical Coding Services for the Northampton VA Medical Center. The services are required for an estimated 30,000 to 40,000 outpatient encounters annually, covering a five-year period of performance.

• Assign appropriate International Classification of Diseases (ICD), Current Procedural Terminology (CPT), and Healthcare Common Procedure Coding System (HCPCS) Level II codes based on electronic health record documentation.

• Ensure a minimum of 95% coding accuracy rate.

• Complete coding within five (5) calendar days of assignment.

• Utilize the Veterans Affairs national encoder product and electronic health record (EHR) systems.

• Provide validation of code integrity, quality, and assignment.

• Adhere to all coding guidelines approved by the Cooperating Parties (AHIMA, AMA, CMS, NCHS), VA Coding Guidelines, and other applicable directives.

• Perform all coding and auditing activities remotely.

• Contractor personnel must be U.S. citizens and physically located within the United States.

• Contract Period: Five years (Base + Option Years)

• Base Period of Performance: 05/28/2026 - 05/27/2027

• Option Years extend through 05/27/2031

• Place of Performance: Northampton VA Medical Center, Leeds, MA

• Submission Deadline: June 12, 2025, 09:00 AM EST.

• Submission Method: Email to sebastian.freeze@va.gov.

• Required Submissions: Price, Technical, and Past Performance.

• Evaluation Factors: Comparative evaluation based on Technical (experience, capabilities, quality control plan, subcontracting plan), Past Performance (three similar references), and Price.

• Award will be made to the most advantageous quote to the Government.

• SAM.gov registration is required.

• SDVOSBs must be registered and certified in the SBA DSBS Database.

• Offerors must include a statement accepting the terms and conditions without modification.

• All questions should be directed via email to Sebastian Freeze.

Other / Unclassified

This document is a clause titled "ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS." It defines "Program participation" and "Racially discriminatory diversity, equity, and inclusion (DEI) activities." The clause prohibits contractors from engaging in racially discriminatory DEI activities and requires them to report any subcontractor conduct that may violate the clause. It also mandates that contractors provide information and reports to the Contracting Officer for compliance verification. Noncompliance may result in contract cancellation, termination, suspension, or ineligibility for future government contracts. The clause also requires contractors to inform the Contracting Officer if a subcontractor sues them in a way that challenges the validity of this clause. Compliance with this clause is considered material to the Government's payment decisions.

Bidders must be aware of this clause as it imposes specific obligations regarding diversity, equity, and inclusion (DEI) activities. It requires contractors to avoid racially discriminatory practices in recruitment, employment, contracting, program participation, and resource allocation. Contractors must actively monitor and report any potential violations by subcontractors and cooperate with the government for compliance verification. Failure to comply can have severe consequences, including contract termination and debarment. This clause will likely impact how contractors manage their workforce and business practices in relation to government contracts.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services, issued as a Request for Quotation (RFQ). The Network Contracting Office (NCO) 1 - New England is seeking to procure Medical Coding Services for the Northampton VA Medical Center.

• The primary service required is Medical Coding.

• The contract will be Firm-Fixed Price.

• The contract will include a base year and four (4) option years.

• This solicitation is issued as an RFQ; vendors are requested to submit quotes.

• A written solicitation document will not be issued separately.

• The solicitation document and incorporated provisions and clauses are effective through Federal Acquisition Circular 2026-01.

• The response date/time is June 5, 2026, at 9:00 AM Eastern Time, New York, USA.

• This solicitation is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) / Veteran-Owned Small Businesses (VOSBs).

• The associated North American Industrial Classification System (NAICS) code is 541511 (Custom Computer Programming Services) with a size standard of $34.0 million.

• The Federal Supply Code/Product Service Code (FSC/PSC) is Q601 (Medical Coding and Auditing).

• The contracting office is VAMC Bedford, Bedford, MA 01730.

• The place of performance is the Northampton VA Medical Center, Leeds, MA 01053-9764.

• The Point of Contact for questions is Sebastian Freeze (sebastian.freeze@va.gov). No phone or FAX is accepted.

• This document also serves as an amendment, extending the solicitation deadline and providing answers to vendor questions. It includes FAR 52.222-90 as required by Executive Order 14298.

• Attached documents referenced include "Medical Coding RFQ Questions" and "52.222-90 DEI Clause."

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a Request for Quotation (RFQ) for medical coding services.

• SDVOSB Set-Aside: The procurement is confirmed to be restricted to Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns that are SBA-certified and listed in SAM.gov at the time of offer submission. Offers from non-certified entities will be considered ineligible.
• Workload & Volume: The coding workload is limited to outpatient encounters across several specialties, excluding inpatient or pro-fee coding. A detailed specialty mix will be provided at award. The current estimated backlog is approximately 3,000 outpatient encounters, which will be prioritized upon contract start.
• EHR & Platforms: Coders will utilize VA's existing systems, including VIRR, VistA, and CPRS. Familiarity with VA workflows or the ability to adapt quickly is expected.
• Quality Assurance (QA): The contractor must implement its own internal QA processes to ensure accuracy and consistency before Government review. The Government will continue its internal QA using existing VA methodologies.
• Workforce: The requirement is intended to be fulfilled by a fully remote workforce. No on-site presence is expected.
• Productivity Standards: The anticipated productivity standard is 13.9 outpatient encounters per hour per coder.
• Invoicing: Invoicing will be fixed-price-per-unit, billed monthly based on completed units.
• System Access: Obtaining access to necessary VA systems is estimated to take two to three months, including training and waiting periods.
• Security Clearances: VA does not grant reciprocity for prior federal security clearances; all staff must complete the full VA background investigation and fingerprinting process.
• Productivity Standards: The anticipated productivity standard for outpatient encounters (including ancillary, lab, and ED) is 13.9 encounters per hour per coder.
• Turnaround Time: The 5-day turnaround requirement for fully completed records cannot be modified. For encounters requiring queries or with insufficient documentation, contractors must follow VA query guidelines.

These clarifications provide essential details for bidders regarding eligibility, workload, technical requirements, performance expectations, and administrative processes. Bidders should incorporate this information into their proposals.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Medical Coding Services for the Northampton VA Medical Center. The Network Contracting Office (NCO) 1- New England is seeking these services.

• Medical Coding Services

• Services are for the Northampton VA Medical Center.

• Contract type: Firm-Fixed Price

• Period of Performance: Base year with four (4) option years.

• This is an RFQ (Request for Quotation).

• Quotes are being requested; a written solicitation document will not be issued.

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.

• Response Date/Time/Zone: 05-29-2026 9:00 EASTERN TIME, NEW YORK, USA.

• This solicitation is set-aside for 100% SDVOSBs/VOSBs (Service-Disabled Veteran-Owned Small Businesses / Veteran-Owned Small Businesses).

• NAICS Code: 541511 (Custom Computer Programing Services) with a size standard of $34.0 million.

• FSC/PSC Code: Q601 (Medical Coding and Auditing).

• This document is an amendment that extends the solicitation deadline to 05/29/2026 at 9:00 EST. The program office is still working on answering vendor questions and the solicitation will be amended as needed.

• Questions should be forwarded in writing via email to Sebastian Freeze at sebastian.freeze@va.gov.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Medical Coding Services for the Northampton VA Medical Center. It is issued as an RFQ under FAR subpart 12.202.

• Medical Coding Services

• Auditing Services

• Contract Type: Firm-Fixed Price

• Period of Performance: Base year with four (4) option years.

• Submission Deadline: May 22, 2026, 9:00 AM Eastern Time, New York, USA.

• This solicitation is issued as an RFQ. Quotes are requested.

• Provisions and clauses are effective through Federal Acquisition Circular 2026-01.

• This solicitation is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) / Veteran-Owned Small Businesses (VOSBs).

• NAICS Code: 541511 (Custom Computer Programing Services), Size Standard: $34.0 million.

• FSC/PSC Code: Q601 (Medical Coding and Auditing).

• The contracting office is VAMC Bedford, MA.

• Place of Performance: Northampton VA Medical Center, Leeds, MA.

• Point of Contact: Sebastian Freeze (sebastian.freeze@va.gov).

• An amendment has extended the solicitation deadline and will be followed by another amendment with responses to vendor questions.

Form / Attachment / Pricing Sheet

This document is a "Past Performance Information Sheet" which appears to be a template or form intended for bidders to provide information about their past performance on relevant contracts. It is likely used by the government to gather data for evaluating a bidder's past performance as part of the overall selection process.

The form includes fields for:

• Name of Contracting Activity, Government Agency, Commercial Firm or other Organization
• Contracting Activity Address
• Contract Number
• Date of Contract Award
• Beginning Date of Contract
• Completion Date of Contract
• Contract Value
• Type of Contract
• Technical Point of Contact (Name, Title, Address, Phone, Email)
• Contracting Point of Contact (Name, Title, Address, Phone, Email)
• Place of Performance
• Description of Work
• List of any commendations or awards received
• List of Major Subcontractors
• Additional comments
• A section labeled "D.1 Past Performance Worksheet"

Bidders will need to complete this form accurately and thoroughly to document their relevant past performance. The information provided here will be a critical component of the government's evaluation of proposals. Failure to provide complete or accurate information may negatively impact a bidder's evaluation.

Solicitation / RFP / RFQ

This solicitation seeks quotations for Medical Coding Services for the Northampton VA Medical Center. The services involve assigning appropriate ICD, CPT, and HCPCS codes based on electronic health record documentation for outpatient services. The contract period is for five years, encompassing a base year and four option years.

• Assign appropriate ICD, CPT, and HCPCS Level II codes to outpatient services based on EHR documentation.

• Provide validation of code integrity, quality, and assignment.

• Adhere to VHA Coding Guidelines, Official Coding Guidelines, and other specified VA directives and handbooks.

• Maintain a minimum of 95% coding accuracy rate.

• Complete coding within five (5) calendar days of assignment.

• Perform all coding and auditing activities remotely.

• Contractor personnel must be U.S. citizens and physically located within the United States.

• Provide weekly status reports and monthly progress reports.

• Contract Type: Not specified, but implies a multi-year contract with options.

• Period of Performance: Base Period (05/28/2026 - 05/27/2027) plus four Option Years (through 05/27/2031).

• Estimated Volume: 30,000 to 40,000 encounters annually.

• Place of Performance: Northampton VA Medical Center, Leeds, MA. Services to be performed off-site at the Contractor's facilities within the United States.

• Submission Requirements: Price, Technical (experience, capabilities, quality control plan, subcontracting details), and Past Performance (three references).

• Evaluation Factors: Technical/Quality, Past Performance, Veterans Involvement (SDVOSB/VOSB credit), and Price.

• Evaluation Approach: Comparative evaluation, seeking the quote most favorable to the Government.

• Submission Deadline: May 15, 2025, at 09:00 AM EST.

• Questions Deadline: May 8, 2025, at 09:00 AM EST.

• Submission Email: sebastian.freeze@va.gov

• SAM.gov registration is required.

• Evaluation credit will be given for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs).

• This is a combined synopsis/solicitation.

• Offerors must submit their best terms and conditions.

• The solicitation incorporates FAR and VAAR provisions and clauses by reference.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Medical Coding Services for the Northampton VA Medical Center. The Network Contracting Office (NCO) 1- New England is issuing this RFQ.

• Medical Coding Services

• Contract Type: Firm-Fixed Price

• Period of Performance: Base year with four (4) option years.

• Quotes are being requested. A written solicitation document will not be issued.

• Submission Deadline: May 15, 2026, 9:00 AM Eastern Time, New York, USA.

• Questions should be forwarded in writing via email to Sebastian Freeze (sebastian.freeze@va.gov).

• This solicitation is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) / Veteran-Owned Small Businesses (VOSBs).

• NAICS Code: 541511 (Custom Computer Programming Services) with a small business size standard of $34.0 million.

• Product/Service Code (PSC): Q601 (Medical Coding and Auditing).

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.

• Referenced attachments include "Medical Coding Combined Synopsis" and "Past Performance Information Sheet."