RFI Medical Terminology and Coding Training (VA-19-00030048)

Agency: Department of Veterans Affairs
State: Texas
Type of Government: Federal
  • U - Education and Training Services
Posted: Jan 30, 2019
Due: Feb 28, 2019
Solicitation No: 36C10X19Q0052
Publication URL: To access bid details, please log in.
Opportunity History
  • Original Synopsis
    Jan 30, 2019
    10:47 am
Solicitation Number :
Notice Type :
Sources Sought
Synopsis :
Added: Jan 30, 2019 10:47 am

Page 7 of 7

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY (as defined in FAR 15.201(e)), this is not a solicitation. Solicitations are not available at this time. Requests for a solicitation will not receive a response. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, provide feedback to respondents with respect to any information submitted, or respond to any questions or comments that may be submitted in response to this RFI. This notice does not constitute a commitment by the United States Government and does not obligate the Government to award a contract or otherwise pay for the information provided in response. Responders are solely responsible for all expenses associated with responding to this RFI.

The purpose of this RFI is to determine the acquisition strategy, contract vehicles and methods to acquire the services, and viable sources. The Government is interested in determining whether Small Businesses are interested and capable of performing the work. Please identify of your firm s socio-economic status. If you are a Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB), provide a statement indicating whether you are currently verified in the Vendor Information Pages (VIP). The Government requests that Contractors respond to the specific questions provided in this RFI. Responses should demonstrate capability, not just confirm corporate capabilities. Large businesses are invited and encouraged to respond to this RFI.

The agency does not intend to award a contract but rather gather capabilities and market information pertinent for acquisition planning. The responses to this RFI will be captured as market research and may contribute to the development of an acquisition strategy. Information provided may be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. All submissions become Government property and will not be returned. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate.





The Department of Veterans Affairs, Financial Services Center (VA-FSC) requires medical terminology and coding training for Government employees and supervisors processing medical claims. The training shall provide an overall understanding of the various medical terminology and medical codes at a minimum the training shall include the essential core competencies detailed in Section 4 below. Training shall be applicable to Government employees and supervisors with little to moderate experience with medical terminology and medical coding. Training shall be set in a culture designed to promote innovative ways to develop employees understanding of basic medical terminology requirements. The training is critical to maintaining and developing a Government employee and supervisor workforce able to process customers medical claims. The training shall be inclusive per training session/ curriculum, program materials, and a certificate upon successful completion of training for each VA-FSC attendee.


The Department of Veterans Affairs (VA), Financial Services Center (FSC) is authorized by the Government Management Reform Act of 1994 (Public Law 103-356) to provide administrative support services on a reimbursable basis to VA and Other Government Agencies (OGA s), as a Franchise Fund. The goals of the Franchise Fund organizations include: lowering overhead costs, improving the quality and delivery of services, creating economies of scale, eliminating redundant services, being auditable.

The VA-FSC is responsible for processing the associated medical claims submitted by the medical providers in accordance with the Prompt Payment Act and customer program requirements and reimbursing medical care providers on behalf of customers. This acquisition is for staffing to assist with medical claim processing. Current VA-FSC customers include, but are not limited to, 21 Veteran Integrated Service Networks (VISNs) throughout the United States (US), Veterans Choice Program, Department of Health and Human Services, dialysis medical claims (Medicare), and compensation claims resulting from Veterans exposure to contaminated water at Marine Corps Base Camp Lejeune, North Carolina. Future growth for FSC product lines may include the processing of all medical claims that will be part of the VA Community Care Network contract.



The base period of performance shall be April 1, 2019 through June 30, 2019. The Base Period shall include one (1) training classes and two (2) optional training classes. The duration of the classes will depend on the Contractor s class schedule; however, each class should not be more than five (5) days. The Contractor shall provide the amount of days for each class.

Note: Class shall begin at 8:00 am Central time and end by 4:00 pm Central time. There will be one (1) hour given for lunch 11:30 am to 12:30 pm. Each class will include up to twenty (20) students. The instructor shall provide this training on site and have the training session ready to begin at the class start time.


Training shall take place at the VA Financial Services Center, 7600 Metropolis Drive, Austin Texas 78744.

Note: The Government shall not reimburse for travel.

specific tasks and deliverables

The Contractor shall provide all training/course material for retention by the students. The training material shall be printed in color and images shall be clear and distinct. Training/course materials may be delivered up to five (5) business days before commencement of training. The Contractor shall contact the COR at least five (5) business days in advance to coordinate any final details.

The instructor shall provide training certificates for all attendee participating and successfully completing all of the objectives of the training course. The Contractor shall also provide a course summary/description and list of attendees showing course completion status. The essential core competencies/end results listed below are the minimum requirements that shall be met in the medical terminology and coding training instruction:

(a) Knowledge of medical terminology, to include prefixes, suffixes and root words;

(b) Knowledge of medical terminology in order to determine meaning based on word parts;

(c) Knowledge of medical terminology as it relates to the human body in health and disease;

(d) Knowledge of medical terminology as it relates to the skeletal system, muscular system, cardiovascular system, lymphatic and immune systems, respiratory system, digestive system, urinary system, integumentary system, and the endocrine system;

(e) Knowledge of medical terminology as it relates to diagnostic procedures;

(f) Knowledge of medical coding as it relates to Common Procedural Terminology (CPT) and evaluation and management coding;

(g) Knowledge of medical coding as it relates to anesthesia and modifiers coding;

(h) Knowledge of medical coding as it relates to the skeletal system, muscular system, cardiovascular system, lymphatic and immune systems, respiratory system, digestive system, urinary system, integumentary system, and the endocrine system;

(i) Knowledge of medical coding as it relates to diagnostic procedures, general surgery, radiology, pathology, and laboratory;

(j) Knowledge of medical coding as it relates to medicine and Level II National Codes;

(k) Knowledge of medical coding as it relates to ICD-10-CM

(l) Knowledge of medical coding as it relates to third party reimbursement issues, including: Medicare, DRGs, PROs, APCs, managed care, and Fraud, Waste & Abuse.


The Contractor shall provide training certificates for all students participating and successfully completing all of the objectives of the training course. Deliverables shall include:

(a) Course summary/description and list of attendees showing course completion status

(b) Training Completion Certificate for each attendee.

(c) The Offeror shall submit training materials, brochures, and other materials as well as a

detailed technical quote addressing the PWS broken down by the specific tasks and

deliverablesA inclusive of the essential core competencies/end results minimum

requirementsA for the medicalA terminologyA and coding training instruction. Training

material shall be printed in color and images shall be clear and distinct.



VA-FSC is a secure facility located in Austin, Texas. So the instructor(s) will not be required to have a VA escort at all times while in the FSC facility, the Contractor shall provide the following no later than five (5) business days before the scheduled training:

Full Name (Last Name, First Name, Middle Name) (as listed on DL or Passport) for each instructor

Date of Birth for each instructor

Driver s License Number for each instructor

Driver s License State of Issuance for each instructor

The VA-FSC facility has secure access control; therefore, the instructor will need to clear security and receive a visitor s badge. Upon arrival of the instructor to the FSC facility, entry control security guards will request photo identification and direct the instructor to the visitor parking. Instructor will then enter building to obtain a visitor s badge. VA-FSC security guards will then call for someone to meet the instructor(s). When inside any VA facility, Contractor personnel must present a professional appearance, be easily recognized as Contractor, and must wear a VA issued badge at all times.


a) Contractor shall adhere to the same professional and ethical standards of conduct required of Government personnel.

b) Contractor shall not conduct business not directly related to this requirement on Government premises.

c) Contractor shall not use computer systems and/or other Government facilities for company or personal business.

d) Contractor shall provide personnel necessary to execute the requirements in this PWS.

Contractor shall be responsible for selecting an instructor who is well qualified to perform the required training and assuring that the quality of services meets Government expectations. Personnel assigned by the Contractor shall be technically competent and shall practice good standards of moral and ethical conduct that are acceptable to the Government. In addition, the Contractor s instructor must be able to communicate, both verbally and in writing, in the English language.


The Contractor shall comply with the regulations, policies, or any other directives of the FSC facility. These include but are not limited to general safety, privacy, security, sanitary requirements, pollution and noise control, traffic regulations and parking.


The Contractor shall not make public release of any information related to this requirement without prior approval by the VA FSC and the Contracting Officer.


VA-FSC will provide the training facility, including the audiovisual equipment and a white board with markers for the instructor s use. The Contractor shall provide the presentation on the instructor s laptop, which will be connected directly to the audio/visual equipment. Connection to the VA network is not allowed.

Note: The contractor shall not connect his/her computer to the FSC network and there will be no Internet availability.


CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Response Format/Page Limitations:

The overall total page limit for responses to this RFI is ten (10) pages. Response submissions should be submitted in Microsoft Word format with Times New Roman font, 12 pt. or greater font size. Interested parties should limit marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government.

In all correspondence relevant to this RFI please identify it as a response to MSPV Program Support Services RFI and refer to the identifying number 36C10X19Q0035.

Any firm responding to this notice should ensure that its response is complete and sufficiently detailed. Respondents are requested to limit responses to the information, and in the format provided below.


Rationale: Responses will be reviewed to determine the vendor s capability to successfully conduct a project of a similar size, scope, approach, focus (Program Support Services in a Healthcare supply chain environment), complexity (i.e. large multi-hospital system). The vendor shall provide information that demonstrates the value the vendor contributed by performing program support services to the customer s healthcare organization/enterprise supply chain.

A1. Describe any recent (within the past 3 years) and relevant (similar scope) experience as a contractor (specify prime or sub), where you have supported large enterprise wide healthcare supply chain program support services. The list should include the following information:

Organization/Agency that awarded the contract/task order

Name and contact information for Contracting Officer

Description of the award, to include a short synopsis of the scope/statement of work.

Period and place of performance

Solicitation type (i.e. set aside small, SDVOSB, VOSB, full and open competition/MOBIS RFQ, open market RFQ or RFP, etc.)

Type of award (i.e. firm fixed price with a SOW/ PWS, or hourly staffing)

Name and contact information for the Contracting Officer s Representative (COR)

A2. Describe your capability to provide key staff for this effort to include skills, experience, education, and certifications. Refer to Key Personnel section of this RFI for labor category descriptions and requirements.

A3. A A A A Describe your capability to provide key personnel to include any timeframe for onboarding? How many of these personnel can be obtained within X weeks/months after award, assuming a March 2019 award?A A Indicate number of weeks in your response.

A4. Describe your key personnel s and/or organization s experience managing communications and change in a large organization or national scope.

A5. Describe any additional tasks or deliverables you would consider to be required to meet the stated objectives.

Submission Instructions: Responses to this RFI shall be submitted to William Rush via email (william.rush@va.gov), and Corey Mann (Corey.Mann@va.gov) no later than February 28, 2019 at 12:00PM EST. The subject line of the email shall read RFI Response 36C10X19Q0052.

Interested vendors should provide a positive affirmation of its capabilities with the type of services specified in the Task section of this RFI.

Interested vendors are encouraged to provide information to the Government on what they will need in order to respond to a future solicitation.

Failure to respond to this RFI would be viewed as non-interest/non-capable in performing this future requirement.

Questions: Any questions can be submitted via email to William Rush, Contract Specialist at william.rush@va.gov and Corey Mann, Contracting Officer at Corey.Mann@va.gov.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsectionA 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although proposal and offeror are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This solicitation is issued for the purpose of: Information.

(End of provision)
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Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
January 30, 2019
Description: 36C10X19Q0052 36C10X19Q0052.docx
Contracting Office Address :
Strategic Acquisition Center - Frederick;Department of Veterans Affairs;321 Ballenger Center Drive, Suite 125;Frederick MD 21703
Place of Performance :
7600 Metropolis Drive;Austin TX
Point of Contact(s) :
William Rush

All Files
Jan 30, 2019
36C10X19Q0052 36C10X...
36C10X19Q0052 36C10X19Q0052.docx
General Information
Notice Type:
Sources Sought
Posted Date:
January 30, 2019
Response Date:
February 28, 2019
Archiving Policy:
Automatic, on specified date
Archive Date:
March 30, 2019
Original Set Aside:
Set Aside:
Service-Disabled Veteran-Owned Small Business
Classification Code:
U -- Education & training services
611 -- Educational Services/611430 -- Professional and Management Development Training
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