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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 16, 2013 FBO #4283
DOCUMENT

R -- Pending Third Party Billing Work Reporting - Attachment

Notice Date

8/14/2013
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Consolidated Patient Account Center;201 Hay Street, Suite 305;Fayetteville NC 28301
 

ZIP Code

28301
 

Solicitation Number

VA73013I0102
 

Response Due

8/21/2013
 

Archive Date

9/20/2013
 

Point of Contact

LERLITA GARCIA
 

E-Mail Address

LERLITA.GARCIA@VA.GOV
(Lerlita.garcia@va.gov)
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT Agency: Department of Veterans Affairs Office: Consolidated Patient Account Center (CPAC) Program Management Office (PMO) Notice Type:Posted Date: Sources SoughtAugust 14, 2013 Response Date: August 21, 2013 Classification Code: R - Professional, Admin & Management Services PSC Code: R699 - Support - Administrative: Other NAICS Code: NAICS Code: 541611 Admin Management & General Management Consulting Services Synopsis: THIS IS NOT A SOLICITATION. This is a Request for Information (RFI)/Sources Sought notice issued in accordance with FAR 15.201(e) to conduct market research. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) - or a promise to issue a RFQ in the future. This RFI does not commit the Government to contract for any supplies or services whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals and will not accept unsolicited proposals or costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will NOT be returned. This announcement is based upon the best information available and is subject to future modification. Contracting Office Address Department of Veterans Affairs (VA), Consolidated Patient Account Center (CPAC) Contracting Office 201 Hay Street, Suite 305 Fayetteville, NC 28314 Point of Contact: LERLITA GARCIA 910-482-5053 Lerlita.Garcia@va.gov Overview: The Department of Veterans affairs is also considering whether or not to set aside an acquisition for Historically Underutilized Small Business Zone (HUBZone) concerns, Service-Disabled Veteran-Owned Small Business concerns (SDVOSB), 8(a) certified Small Business concerns, Woman-Owned Small Business concerns or Small Business concerns, or solicit Unrestricted. The applicable North American Industry Classification System (NAICS) code is 541611, with a small business size standard $14.0 Million. Interested Small Business concerns and small businesses with a socioeconomic status shown above may respond if your company can perform this requirement in accordance with FAR Part 52.219-14 Limitations on Subcontracting (Nov 2011) As prescribed in 19.508(e) or 19.811-3(e), insert the following clause: Limitations on Subcontracting (Nov 2011) (a) This clause does not apply to the unrestricted portion of a partial set-aside. (b) Applicability. This clause applies only to- (1) Contracts that have been set aside or reserved for small business concerns or 8(a) concerns; (2) Part or parts of a multiple-award contract that have been set aside for small business concerns or 8(a) concerns; and (3) Orders set aside for small business or 8(a) concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F). (c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for- (1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. (2) Supplies (other than procurement from a nonmanufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. (3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees. (4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees. (End of clause) Please review the attached draft Statement of Work (SOW) detailing the scope and specific tasks for the CPAC PMO, Pending Third Party Billing Work Report requirement. This overview/summary does not include all requirements to complete the Statement of Work (SOW). Specific Response Instructions: Please submit your RFI response in accordance with the following: 1) No more than 15 pages (excluding transmittal page). Include the name, email address and phone number of the appropriate representative of your company; 2) Submit your response via email to Lerlita Garcia at Lerlita.Garcia@va.gov 3) Submit your response by 2:00 P.M. (EST) on August 21, 2013; 4) Mark your response as "Proprietary Information" if the information is considered business sensitive. 5) NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI. The government will not review any other information or attachments included, that are in excess of the 15 page limit. Information Requested from Industry: In response to the RFI, interested parties shall submit the following information: 1.Company Information / Socio-Economic Status 1.Provide the company size and POC information. 2.VA has identified the appropriate North American Industry Classification System (NAICS) Code 541611 Admin Management & General Management Consulting Services, which has a size standard of $14.0 Million for this RFI. Please identify and explain any other NAICS codes your company believes would better represent the predominated work included in the attached SOW. 3.Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic Status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small business, Women-Owned Small Business, Disadvantaged Small business, and Hub Zone. If Service Disabled or Veteran Owned Small business, is your company and or partners registered in VA's VetBiz repository? 2.Background/Past Experience - Provide the following information on a maximum of three similar projects dealing with National Curriculum Development services. All projects referenced must have been completed within the last three years for which the responder was a prime or subcontractor. 1.The name, address, and value of each project. 2.The Prime Contract Type, Firm Fixed-Price, Cost Reimbursement or Time and Material 3.The name, telephone and address of the owner of each project 4.A description of each project, including difficulties and successes 5.Your company's role and services provided for each project. 3.Capabilities/Qualifications - Overview of proposed solution(s). Include a description of the capabilities/qualification/skills your company possesses for each of the below statements: 1.Assessment of capabilities to perform requirements noted in the RFI. 2.Assessment of the types of changes required to accomplish the goals. 3.Approach to be utilized to develop necessary changes to systems to meet the organizational goals 4.Draft schedule to complete necessary changes. 4.Teaming Arrangements - Description of Teaming Partners, Joint Ventures that your company would consider to perform work. 5.Price Information - Provide your commercial price history and rough order of magnitude for the same or similar products/solutions. 6.Other Market Information - Provide any other relative information, this information must be included within the 15 page limitation. 7.Other Federal Experience - Identify the federal contract vehicles ? DRAFT Department of Veterans Affairs (VA) Consolidated Patient Account Centers (CPAC) Program Management Office (PMO) Pending Third Party Billing Work Reporting Performance Work Statement (PWS) 1. Purpose. The CPAC PMO office is seeking the development of reports that include data related to pending third party billing work from multiple known sources to produce standard and ad hoc reports. 2. Background. The CPAC uses analytic reporting services to support tracking of key revenue cycle activities and to measure and validate performance. The ability to track billable work from the date of service or date of discharge to the date the bill is submitted is key to managing revenue operations performance. These metrics are used to determine the efficiency and timeliness of the VHA billing process compared with private sector benchmarks. 3. Objectives. The primary objective of this Performance Work Statement (PWS) is to acquire vendor services to develop reports that include data related to pending third party billing work from multiple known sources. 4. Scope. The Contractor shall provide vendor contract services to provide CPAC PMO with an analysis and feasibility assessment report related to pending third party billing work from multiple known sources and produces standard and ad hoc reporting capabilities. CPAC is an industry-modeled strategy aimed at enhancing billing and collection activities with the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) through the consolidation of traditional revenue program functions into regionalized centers of excellence. Services provided by the vendor shall support the CPAC goal of sustained revenue cycle management utilizing industry-proven methods, processes, business tools and increased accountability at all levels of the organization. The CPAC Program Management Office (PMO) is responsible for maintaining program integrity. Work shall require the Contractor to assess all VA data source points impacting the third party billing cycle. 5. Mandatory Tasks and Deliverables. The contractor shall provide CPAC PMO with an analysis and feasibility assessment report related to pending third party billing work from multiple known sources and produces standard and ad hoc reporting capabilities. Labor categories required include, but are not limited to; project manager, business process analyst, developer and test engineer. Substitution of labor categories is acceptable as long as the substituted labor categories meet the requirements of 8.3 Domain Knowledge and 8.4 Staff Qualifications. If for any reason, any deliverable cannot be delivered on time according to the below schedule, the contractor shall provide a written explanation three days prior to the due date to the Contracting Officer Technical Representative (COTR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COTR shall cite reasons for the delay, and the impact on the overall project. The COTR will review collaboratively with the program office and issue a response in accordance with the contract terms and conditions. Unless otherwise specified, an electronic copy shall be placed in the designated CBO-CPAC SharePoint site or other CBO-CPAC designated site. Specifically, the contractor shall: 5.1.1 Task One. Using Client - CPAC Revenue System Management (RSM) Project Manager and Contracting Officer Technical Representative. The contractor shall provide and maintain a detailed, product based, project management plan (PMP) and schedule compliant with PMBOK guidance in MS Project format. The contractor will ensure that the Work Breakdown Structure (WBS) elements incorporate a sufficient level of detail to adequately delineate a comprehensive overview of the level of effort of the work tasks. The PMP will also incorporate a Quality Control Plan (QCP) incorporating QCP elements which are quantifiable and measureable (the Contractor may incorporate the project schedule as a key QCP element). Subsequent to acceptance of the PMP the VHA/CBO will develop a Quality Assurance Surveillance Plan (QASP) which will identify performance metrics for selected QCP elements. Additional PMP requirements WBS elements should define: "Graphical representation of the work (tree structure diagram) as required indicating hierarchical ("parent-child") work element relationships "WBS Dictionary which defines, identifies and provides brief narrative description of "WBS elements "Identifies planned project outcomes The Project Schedule should incorporate and reflect the following elements: "Developmental work, tasks with start/finish dates "Identification of resources dedicated to each task "The project critical path Anticipated schedule elements include but are not limited to the following: "Meetings "Teleconferences "Travel/site visits "Project documentation submissions/revisions "Developmental efforts structure to reflect development of a deliverable product "Project milestones "Deliverables Deliverables: 1. The contractor shall provide an initial PMP within 15 days of contract award. The contractor shall be responsible to maintain and revise the PMP and provide version controlled revisions. In event of any change or impact to the PMP which would affect the baseline elements, the contractor shall notify the COR in writing within 5 business days subsequent to the identification of the event/issue. 2. The contractor shall establish a bilaterally acceptable date (but within 15 business days of contract award) for a meeting to review the QCP and the QASP to define what methodologies and metrics will be used to track contract performance. This meeting may be held remotely (e.g., Live Meeting, teleconference etc.). 3. The contractor shall provide a briefing in (MS Power Point format) to designated VA personnel within 30 calendar days of contract award and within 5 days of the end of each successive month. These briefings are expected to, at a minimum, discuss Contractor - VA roles, report on the selected methodologies anticipated to be implemented by the Contractor in the execution of the assigned Tasks/Deliverables, report the progress of key metrics and identification of any potential barriers as identified in the QCP and the Risk Management Plan/Risk Register [if included in the above tasking]. This meeting may be held remotely (e.g., Live Meeting, teleconference etc.). 5.1.2 Task Two Using Client - CPAC Project Manager and Contracting Officer Technical Representative. Pending Third Party Billing Work Data Analysis & Feasibility Study The contractor shall perform analysis to identify the data attributes/elements needed and sources of data for creating reports pertaining to unbilled health care services provided to Veterans. The data must be available at the most granular level to provide the greatest level of flexibility in terms of management reporting. The contractor shall develop an analysis & feasibility report based on a detailed analysis that shall include: "Availability of the data required to meet the business requirements in 5.1.3 Task Three "Identification of the data sources from which data will need to be extracted, which will entail a review of VistA, Nuance Coding & Compliance tool, the Huron tools VistA extract, and the VistA Data Extract (VDE) on the Allocation Resource Center (ARC) server "Identification of missing data attributes/elements/fields (gaps) "Propose operational metrics by business area, e.g., Utilization Review, Medical Record Coding/Health Information Management (HIM), Billing Management, CPAC Management, etc. "Identification of Data integrity by source system and/or data quality issues " Analysis of the feasibility of collecting the data on a daily basis "Identification of capacity/data storage requirements for collecting and storing the data needed to meet the business requirements and a recommended implementation / architecture, i.e., database(s) at the local, regional or central levels "Analysis of the feasibility of integrating the data with existing databases, workflow and reporting tools "Providing data flow diagrams of the billing workload cycle Deliverables 5.1.2 1. Third Party Billing Analysis & Feasibility Assessment Report 5.1.3 Task 3 - Optional Task - Using Client - CPAC Project Manager and Contracting Officer Technical Representative. Data Extraction and Report Development: The contractor shall design and build the data extracts to populate an existing VHA database. The contractor shall design and develop third party billing reports to meet the business requirements. The third party billing reports shall include: "The ability to track phases of the billing revenue cycle -from date of care to date of billing. Thus, CPAC management will know where a billable event is in the revenue cycle at any time. "The ability to report the number of days from the date of service to date of checkout to date last coded (there can be multiple values for date of coding) to date of billing for billable events only. "The ability to report the number of days from the date of discharge to the date last coded to the date of billing for billable events only. "The ability to report the number of billable events that are pending coding on a daily basis. "The ability to report on billable events from date of service to date of checkout to date assigned to coding to date last coded to date billed. "The ability to create automated reports on a daily basis. "The ability to create reports at any organizational level, which includes the VA Medical Center, VISN, CPAC, and VHA. "The ability to create reports at a patient or encounter level. "The ability to report on the number of billable events, by type of encounter, that were scrubbed off of workload reports at a CPAC or national level. "The ability to report on the number of times a single billable event was "touched" by the physician/provider. "The ability to report on the number of times a billable event is recoded. "The ability to report the volume of events by Coding Compliance Module (CCM) status, including referred to billing, referred to UR, suspended/pending, recoded/not reviewed, coded in CCM, not coded in CCM, etc. "The ability to identify and report on billable events that were sent to CCM from VistA more than once (the same billable event re-sent to CCM after changes were made to the record/event in VistA). "The ability to identify professional fees that have not been linked and should be linked to inpatient stays/episodes of care. "The ability to identify and report on new insurance late check-out (NILCO) events. For these billable events, need the ability to report on the number of NILCO-related billable events and the span between the date of service and the date billed, as well as the days to bill based on total work and days to bill based on total excluding NILCO "The ability to measure the statistical impact of NILCO events on the days to bill metric "The ability to store and report on data for a period of up to 5 years. "The ability to clean/validate data prior to report generation. "The ability to produce standard reports on current data. "The ability to use templates for ad hoc reporting, which includes multiple parameters that can be defined by users. "The ability to produce reports in table and graphic report formats. "The ability to view or create reports based on roles. "The ability to define data and report access privileges by role. Deliverables 5.1.3 1. Third Party Billing Reports 5.1.4 Task Four. - Optional Task - Using Clients - CPAC Program Management Office, CPAC Directors and Contracting Officer Technical Representative. Training: The contractor shall provide end user training on the process to produce Third Party Billing reports. This training shall be provided via at least twelve Live Meeting sessions. In addition, the contractor shall provide a set of end user and management/leadership training materials in Adobe Portable Document Format (PDF). The Contractor shall develop a Training Management Plan (TMP) which will outline the Contractor's approach and schedule for the management and reporting of the status of the training throughout the VHA CPACs. Deliverables 5.1.4 1. Live Meeting Training Sessions 2.PDF User Training Materials 3.PDF Management/Leadership Training Materials 4.Training Management Plan 5.1.5 Task Five. Using Client - Contracting Officer Technical Representative. The contractor shall submit to the COTR a cumulative monthly progress report of all contractor actions related to this delivery schedule for the performance period for purposes of reconciliation, invoicing and payment purposes Deliverable 5.1.5 1. Monthly Progress Report 5.1.6 Schedule for Government and Contractor Deliverables: Table of Mandatory Deliverables REFERENCE TASKDELIVERABLEDUE DATE TASK ONE Deliverable 1: Develop an overarching Project Management PlanWithin 15 calendar days after contract award Deliverable 2: Develop a Quality Control Plan and Quality Assurance Surveillance PlanWithin 15 calendar days after contract award Deliverable 3: Briefing in (MS Power Point format) to designated VA personnel 30 calendar days of contract award and within 5 business days of the end of each successive month. TASK TWO Deliverable 1: Analysis & Feasibility Assessment ReportWithin three months after contract award TASK THREE (Optional Task) Deliverable 1: Third Party Billing ReportsWithin nine months after contract award TASK FOUR (Optional Task)Deliverable 1: Live Meeting Training Sessions Deliverable 2: PDF User Training Materials Deliverable 3: PDF Management/Leadership Training Materials Deliverable 4: Training Management PlanWithin twelve months after contract award Task FIVE Deliverable 1: Monthly Progress Report Within 5 business days as required 6. Federal Holidays. There are ten (10) Federal holidays set by law (U.S.C. Title 5 Section 6103): Under current definitions, four are set by date: New Year's DayJanuary 1 Independence DayJuly 4 Veteran's DayNovember 11 Christmas DayDecember 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King Day Third Monday in January Washington's BirthdayThird Monday in February Memorial DayLast Monday in May Labor DayFirst Monday in September Columbus DaySecond Monday in October ThanksgivingFourth Thursday in November 7. Place of Performance. The physical location of performance of work activity will be the responsibility of the contractor. No space will be provided by the CPAC. The Contractor shall perform primary activity at the Contractor's facility in (to be determined) Contractor shall support this effort intermittently at the Department of Veterans Affairs. 8. Key Personnel. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These professionals, or "Key personnel", are the individuals whose resumes were submitted and marked by the vendor as "Key Personnel". The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules. 8.1 Substitution of Key Personnel. All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COTR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements, as defined in Section J, have been fulfilled and resumes provided and accepted. The COTR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. 8.2 Management and Oversight. The Contractor shall be responsible for managing and overseeing the activities of all Contractor and subcontractor personnel, used in performance of this effort. The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work. 8.3 Domain Knowledge. The CBO serves as the CPAC Program Office. The Contractors shall present domain knowledge of VistA healthcare revenue processes, expert knowledge and experience in VistA. Domain knowledge criteria are specified below: Contractor Personnel Requirements: Personnel proposed shall have an in depth knowledge of health care revenue cycle processes in addition to the following: 1.Knowledge and experience in VistA 2.Knowledge and experience involving analysis and feasibility 8.4Staff Qualifications. Project Manager Expert level serving in a lead capacity, with enterprise-wide knowledge managing multiple complex projects in one or more areas of business modeling, healthcare econometrics, commercial medical care revenue-cycle processes and performance metrics, business management, strategic planning, development, and organizational performance support. Senior level required to develop and articulate critical case assumptions, recommendations and conclusions and to compose and present successful project deliverables. Demonstrated ability analyzing problems, defining solutions, communicating recommendations, developing procedures, building consensus with the client, providing implementation direction, and developing and managing work plans. Possesses and presents excellent presentation skills, written and verbal communications skills across multiple levels of leadership. 8.4.1 General experience. Contractor personnel assigned to this contract shall have expertise in conducting root cause analysis, process improvement initiatives, developing executive level reporting. 8.4.2 Education Requirements. The desired education and background for all personnel performing on this contract are: project management, health care administration and finance. 9. Travel The government estimates the following schedule of trips will be required of the contractor during each period of performance for this contract: DestinationEstimated Trips/YrContractor Personnel RequiredTrip Duration including travel Two trips - North East CPAC 223 Two trips - Washington, D.C.223 Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/0e6de90fbe90e4ea2771eb1f0ce230f7)
 

Document(s)

Attachment
 

File Name: VA730-13-I-0102 VA730-13-I-0102.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=947132&FileName=VA730-13-I-0102-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=947132&FileName=VA730-13-I-0102-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03148802-W 20130816/130814235441-0e6de90fbe90e4ea2771eb1f0ce230f7 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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