Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 26, 2017 FBO #5816
DOCUMENT

R -- Third Party Administration of Insurance and Pension Funds - Attachment

Notice Date

10/24/2017
 

Notice Type

Attachment
 

NAICS

524292 — Third Party Administration of Insurance and Pension Funds
 

Contracting Office

Department of Veteran Affairs;PCAC-ST. LOUIS;11152 South Towne Square;Saint Louis MO 63123
 

ZIP Code

63123
 

Solicitation Number

36C77718Q0004
 

Archive Date

11/3/2017
 

Point of Contact

Charles Hampton
 

E-Mail Address

4-6656
 

Small Business Set-Aside

Veteran-Owned Small Business
 

Description

FedBizOpps Sources Sought Notice * * * * * * * CLASSIFICATION CODE SUBJECT CONTRACTING OFFICE'S ZIP-CODE SOLICITATION NUMBER RESPONSE DATE (MM-DD-YYYY) ARCHIVE DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS SET-ASIDE NAICS CODE CONTRACTING OFFICE ADDRESS POINT OF CONTACT (POC Information Automatically Filled from User Profile Unless Entered) DESCRIPTION See Attachment AGENCY'S URL URL DESCRIPTION AGENCY CONTACT'S EMAIL ADDRESS EMAIL DESCRIPTION ADDRESS POSTAL CODE COUNTRY ADDITIONAL INFORMATION GENERAL INFORMATION PLACE OF PERFORMANCE * = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 R Third Party Administration of Insurance and Pension Funds 63123 36C77718Q0002 11-02-2017 10 13, 14 524292 Department of Veteran Affairs PCAC-ST. LOUIS 11152 South Towne Square Saint Louis MO 63123 Charles Hampton Contracting Specialist 314-894-6656 x65101 United States http://www.va.gov/ Department of Veterans Affairs Homepage Charles.Hampton2@va.gov Charles.Hampton2@va.gov Page 19 of 19 Office: eBusiness Solutions, Revenue Operations Notice type: Post Date: 24 Oct 2017 Sources Sought Response Date: 2 Nov 2017 Original Proposed Set-Aside: N/A Classification Code: R NAICS Code: 524292, Third Party Administration of Insurance and Pension Funds 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 request for information 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 costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor 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. The Department of Veterans Affairs, Veterans Health Administration has a requirement Third Party Administration of Insurance and Pension Funds.  You have been identified as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) verified in VIP with the 524292 NAICS. Attached you will find a copy of the Performance Work Statement (PWS) for this requirement. Please review the PWS and let me know if you can fulfill this requirement. A response that you cannot fulfill the requirements is encouraged as well. Please let me know by Thursday. November 2, 2017 at 1200 pm CST. Thank you in advance for your response. Contracting Office Address: Department of Veterans Affairs (VA) SAO East PCAC STL Contracting Officer 11152 South Towne Square St. Louis, MO 63123 Points of Contact: Charles Hampton Contracting Specialist 314-894-6656 Ext 65101 Objective: The purpose of this unclassified request for information (RFI) is to enable the Veterans Administration (VA) to obtain information from vendors who can provide electronic data interchange (EDI) lockbox services for VHA and develop a solution as described in the Statement of Work (SOW) to support the central revenue collection receipt of payment advices and electronic explanations of benefits (EEOBs) for VHA. An ACH CCD+ payment collection capability, along with an EEOB data collection infrastructure, will be developed to support VHA's Financial Service Center's (FSC) delivery of payment and EEOB information to the respective VHA Medical Center (VAMC) systems. These services will support 152 VA Medical Centers and approximately 1400 community-based outpatient clinics in the US in which nearly 8.6 million veterans are enrolled. The period of performance is a base year plus two one year options. Anticipated contract type is Firm Fixed Price. The current service is being provided by the Department of Treasury through a Memorandum of Understanding. The Veterans Administration will use this information to gain a better understanding of industry s ability to support their needs. This information will be fundamental to shaping the Department s future efforts. If you are interested in participating in this market research, you must respond by e-mail (details below) no later than November 2, 2017, 12:00 pm central daylight saving time. PLEASE READ ATTACHED PERFORMANCE WORK STATEMENT THROUGHLY. 1. Specific Response Instructions: Please submit your RFI response in accordance with the following: a. No more than 10 pages. Include the name, email address and phone number of the appropriate representative of your company; The Government will not review information or attachments in excess of the 10 page limit. b. Submit your response via email to Charles.Hampton2@va.gov c. Questions are due by 2:00 P.M. (CST), October 26, 2017 d. Answers to Questions will be posted by 12:00 P.M. (CST) October 31, 2017 e. Submit your response by 12:00 P.M. (CST), November 2, 2017 f. Mark your response as Proprietary Information if the information is considered business sensitive. g. Marketing Materials are not allowed as part of this RFI. 2. Information Requested: VA encourages responses from small businesses with an emphasis on SDVOSBs and VOSBs. In response to the RFI interested contractors must submit the following information: a. Company Information/Socio Economic Status b. Provide the company size and POC information c. VA has identified the appropriate North American Industry Classification System (NAICS) Code 524292, Third Party Administration of Insurance and Pension Funds, which has a size standard of $32.5 Million for this RFI. d. 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 (8A), and Hub Zone. If Service Disabled or Veteran Owned Small business, is your company and or partners registered in VA s VetBiz repository? 3. Background/Past Experience Provide the following information on a maximum of three similar projects for transportation services. All transportation services must have been completed within the last three years for which the responder was a prime or subcontractor. a. The name, address, and value of each project. b. The Prime Contract Type, Firm Fixed-Price, Cost Reimbursement or Time and Material. c. The name, telephone and address of the owner of each project. d. A description of each project, including difficulties and successes. e. All personnel must be cleared by security. Provide information that supports how you have ensured personnel performing under Government contracts have been cleared. 4. Capabilities/Qualifications: Provide the following information on a maximum of three similar projects dealing with the services described in the attached performance work statement. Provide your company s capability statement. All vendors must have proper certifications see SOW be properly trained/certified. Provide information that supports how you have ensured personnel performing under this government contract have or will receive proper training/certification. Provide a summary approach to deliverables and tasks spelled out in the attached performance work statement. 5. Budgetary Cost Estimate: Provide a budgetary cost estimate for the following: a. For every deliverable or task, the Contractor must identify in writing all necessary subtasks (if any), associated costs by deliverable or task with associated sub-milestone dates. The Contractor's subtask structure must be reflected in the technical proposal. b. Provide information to support staff to meet the estimated quantity. c. Provide a budget estimate for deliverables and tasks identified in attached performance work statement and include any discounts that would be appropriate. 6. Industry Comment/Technical Response: a. Provide information on how your company would provide this service under your current business practices. Include a proposed timeline given the deliverables provided. You may provide information on industry practices, technical comments or professional experience. b. Include any recommendations that would allow the government to save money, improve industry response or provide a best value decision. c. Provide comments on how this information is structured, whether this pricing structure would provide for firm fixed pricing, and if not, why not. DISCLAIMER: The government does not intend to award a contract on the basis of this RFI or to otherwise pay for information received in response to this RFI. This RFI will be the basis for collecting information on products available. This RFI is issued solely for information and planning purpose only and does not constitute a solicitation. All information received in this RFI that is marked proprietary will be handled accordingly. Responses to the RFI will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Again, responders are solely responsible for all expenses associated with responding to this RFI. Statement of Work (SOW) 3rd Party Electronic Data Interchange (EDI) lockbox transactions 1) Purpose: The Department of Veterans Affairs, Veterans Health Administration (VHA), eBusiness Solutions requires support for 3rd Party Electronic Data Interchange (EDI) lockbox transactions. 2) Authority for the Project: The Economy Act (31 U.S.C. 1535) 3) Scope of Work: The selected vendor will develop a solution as described in this Statement of Work to support the central request and receipt of payment advices and electronic explanations of benefits (EEOBs) for VHA. An ACH CCD+ payment collection capability, along with an EEOB data collection infrastructure, will be developed to support VHA's Financial Service Center's (FSC) delivery of payment and EEOB information to the respective VHA Medical Center (VAMC) systems. 4) Governance: The provider of the services contained in this Performance work Statement must have and maintain the following certifications/processes/accreditations. HIPAA compliance Program (HIPAA Program) must be maintained by the provider. This HIPAA Program will be managed by a Corporate Healthcare Compliance Process Manager and a HIPAA Privacy and Security Officer. The management of the HIPAA Program will include a Corporate HIPAA Policy and a HIPAA Procedure Manual that covers the HIPAA Privacy and Security Rules, as well as HITECH requirements. All HIPAA impacted business units are required to provide annual Privacy rules, security rule and breach reporting training to their employees. This training program will be updated annually. An annual HIPAA risk assessment must be completed. Electronic Healthcare Network Accreditation commission (EHNAC) Accreditations Financial Services Accreditation Program (FSAP) electronic health network (EHN) for an entity s healthcare-related EHN services and infrastructure. EHNs processes or facilitate processing of electronic transactions, in standard or nonstandard formats, between two or more trading partners in the healthcare community. FSAP Lockbox for entities, outsourcer organizations and other service-related companies having lockbox operations that handle healthcare data. Accreditation includes lockbox-specific criteria. Council for Affordable quality Healthcare (CAQH) Committee on Operating Rules for Information Exchange (CORE) Participating Organization At a minimum the Provider will be a CORE Participating Organization The Provider will be compliant for Phase III CAQH CORE EFT & ERA Operating Rules effective 8/10/2012, and subsequent revisions and updates. Must be a member of WEDI (http://www.wedi.org/) 5) Tasks and Project Plan: The vendor shall perform the following tasks for VHA: Task 5.1: VHA will provide selected vendor with trading partner documents for edits and comments. The selected vendor will suggest edits and comments for review and modification by VHA. The selected vendor will distribute the final forms of the agreements as modified and approved by VHA for execution by payers (estimated to be 1,200 by VHA). Together, these documents are collectively known as the Trading Partner Agreements (TPA) and may include: Letter to Payers Electronic Explanation of Benefits Authorization Electronic Funds Transfer Authorization Paper Remittances Authorization Payer checks converted to EFTs, as needed or requested Request for remittance (837 s) Transaction enrolment forms electronic and/or paper, determined by payer Task 5.2: The selected vendor will provide additional enrolment documentation to payers on behalf of VHA including: EDI 835 Companion Document containing technical documentation for the 835 transaction set and EFT instructions. The Companion Document shall include contact information, VAMC Deposit Account Tax IDs, a description of the implementation process and testing, and data element maps for the EDI and EFT transactions. Payer Survey Related to Participating VAMCs for EEOB and EFT Transactions Provider/Payer agreement regarding ERA/EFT transactions ONLY Task 5.3: The selected vendor will develop a plan and processes for the rollout of the Program, to ensure continuity of current operations, meeting the requirements for connectivity and sending electronic requests for remittance (837) and remittance advices in the current ANSI Xl2 835 format required by the Health Insurance Portability and Accountability Act of 1996, PPACA and the implementing regulations ( HIPAA ). The format required by HIPAA is referred to in this document as the Standard Format. The selected vendor will develop a plan and processes for the rollout of the Program, to ensure continuity of current operations, meeting the requirements for connectivity and sending electronic remittance advices in the current ANSI Xl2 835 format required by the Health Insurance Portability and Accountability Act of 1996, PPACA and the implementing regulations ( HIPAA ). The format required by HIPAA is referred to in this document as the Standard Format. Task 5.4: The selected vendor and VHA will jointly develop and implement a test process that will provide end-to-end testing between payers and VHA. Such testing shall include: a. ACHCCD+ to EDI 835/837 testing b. CHCCD+ testing (stand-alone) c. 835/837 testing (stand-alone) Task 5.5: VHA will provide the selected vendor with names of the payers VHA would like to enroll for ERAs and EFTs. Task 5.6: HIPAA Validation The selected vendor shall utilize reasonably priced, commercially available software, hardware and/or other technology that meets minimum infrastructure integration standards and that performs edit checks of the Payers ERA transactions against the transaction set requirements of HIPAA (the HIPAA validation software ). The selected vendor uses an off-line HIPAA validation technology to test VHA-identified Payers transactions against the Industry-Defined Testing Types, as defined by the WEDI SNIP white paper entitled, Transaction Compliance and Certification, version 3. The six types of testing defined in this document include: EDI Syntax Integrity Testing HIPAA Syntactical Requirement Testing Balancing Situation Testing External Code Set Testing Product Type or Line of Service Testing, Task 5.7: The selected vendor will assess new payer s ability to transmit data through use of a Preliminary Assessment Questionnaire whether the payer can send that data in the Standard Format. If, based on this assessment, the payer is likely to meet requirements for connectivity and VHA s requirements for transaction data in the Standard Format, the selected vendor will assist VHA in obtaining the executed TPA from the payer. Requests by payers for changes to and any questions about, the TPA will be referred to VHA for resolution. Task 5.8: The selected vendor will set up the connectivity (either directly or indirectly through a clearinghouse) between itself and the payer(s), subject to VHA s requirements for connectivity. The selected vendor must have a telecommunication infrastructure that supports acceptance and delivery of payer transmitted 835 data and ACH payments to VHA. This infrastructure will accommodate such delivery of payer data through the following methods: a) Payer Direct Point-to-Point Telecommunications c) Healthcare Clearinghouse Point to Point Telecommunication, d) ACH Net. The selected vendor will successfully test up to six transaction sets for each payer prior to placing it into VHA production to ensure that the payer can transmit its transaction sets in the Standard Format. Task 5.9: The selected vendor will provide VHA a weekly spreadsheet with the names and Tax IDs of those payers that they are communicating with, on behalf of the VHA. Including those names and Tax IDs of the payers which are in the various stages of implementation communication, testing and production. Task 5.10: The selected vendor will coordinate the actual payer production processing "go live" date with an authorized VHA representative before moving any payer to the production environment. Task 5.11: After a payer is in production, changes in the status of the payer's transmissions that affect VHA's ability to post the data will be communicated to the selected vendor by VHA. If VHA would like to remove a payer from the Program due to unacceptable data quality or other operational problems, VHA will notify selected vendor to that effect and selected vendor will notify the payer to discontinue sending the 835 and/or EFT transactions (if applicable) until further notice. Unless otherwise instructed by VHA, vendor will give the payer one weeks notice prior to removing it from the current Payer Database used to accept EFT transactions. Task 5.12: The selected vendor will develop and maintain a VHA Implementation Database to monitor the progress of each potential payer to be included in the Program and provide an excel spreadsheet with the status detail, to the VHA on a weekly basis. This database will include contact information, the payers' levels of readiness and other information needed to track the progress of the implementations. Task 5.13: The selected vendor will develop and maintain a VHA Trading Partner Database to manage those payers that have enrolled in the Program and are able to send data. This database will contain the following information: Tax ID, Payer Name, Mailing Address, Contact Name, Contact Telephone, Contact FAX, Contact email, Trading Partner Agreement status. The Trading Partner Database will be transmitted to the FSC for delivery to the VHA's EOB and Payment Healthcare Resolution Application (EPHRA) daily, as necessary for new payers, along with a standard comprehensive weekly delivery. Task 5.14: The selected vendor will maintain the hard copies and electronic images of the payer-executed TPAs. Vendor will make electronic images of the payer-executed TPAs available to VHA, including those that have been revised by VHA through discussions with payers. The TPA images will be electronically delivered weekly to VHA by the selected vendor in a.jpeg,.gif,.bmp, or.pdf format or other mutually agreed upon format. Task 5.15: For each new Payer ID, the VHA s EPHRA system will be updated to include the Payer ID, Payer TIN, and Payer Address. Reports developed by the selected vendor are sent to the VHA before transmitting any test data ACH Report all ACH information from the 835 file is provided CLP Report The report pulls all of the CLP and provider info from the 835 in the test file. This report contains all CLPs 01s found in the test file. The report calculates the percentage of CLPs that comply with the VHA claim format. If the percentage is below 80%, the test file is not transmitted to the VHA and the selected vendor follows up and works with the Payer to correct the claim format. Implementation Overview Report Using the CLP report, the selected vendor provides a list of the individual segments in the file (N104 values), the VAMC name and Payer TINs contained in the test file. Task 5.16: The selected vendor will maintain a table of the VAMC Tax IDs and NPIs as provided by VHA to validate incoming ACH transactions. Task 5.17: ACH-Payer Tax ID and VAMC Tax ID Validation The selected vendor will develop an infrastructure to provide "In-Stream" Payer Tax ID and VAMC Tax ID validation. This service will test each ACH transaction received by the selected vendor to determine that the Payer Tax ID found in Field 5 and the VMAC Tax ID found in Field 7 are included in the Program. The testing will occur upon receipt of the transaction by vendor and prior to depositing the funds. If either the Payer Tax ID or the VMAC Tax ID fails the test, the ACH will be returned to its originator without deposit. This infrastructure is to include: Payer Database and VAMC Database (See Sections II, B, 4 and II, B, 6) ACH Credit Authorization Process ACH Trace Number Augmentation Ad Hoc VHA Return Process Reject Report Notification Communication to the VHA regarding rejected ACH transaction(s) Task 5.18: FMS will provide the selected vendor with the legal names, addresses, Tax ID numbers and other required information related to the VAMCs to enable the selected vendor to set up demand deposit accounts (DDAs) for these stations. VA will provide NPIs. Task 5.19: Using a zero balance account (ZBA) configuration, the selected vendor will establish zero balance Direct Deposit Accounts (DDA ZBAs) for VHA, each one corresponding to a participating VAMC, required for settlement and on-line station information reporting. the selected vendor will establish one related parent account known as the Master Demand Deposit Account Zero Balance Account (Master DDA ZBA) into which the funds from all the VAMC DDA ZBAs will be transferred. VHA will be charged at prevailing bank fees for accounts exceeding this maximum. The selected vendor will provide reports of the previous Business Day's activity for each of these accounts that can be accessed by the VAMCs through THESELECTED VENDOR's Internet Service Center. Task 5.20: For each DDA ZBA, the selected vendor will provide debit authorization service to return all ACH debit transactions, to their originators. The selected vendor will establish VHA on the OTCNET deposit reporting system and develop a process to combine all incoming ACH VAMC station credits into a single deposit summary. Task 5.21: The selected vendor will electronically deliver a copy of the daily SF215 deposit tickets to the FSC Task 5.22: The selected vendor will build an SF5515 deposit notification and return item infrastructure, including capability to support FSC and VistA transaction reversals and corrections. Task 5.23: The selected vendor will use commercially reasonable efforts to make timely upgrades to its own processes related to Treasury s financial management system, currently OTCNET. The upgrades required for the selected vendor will be charged to VHA and/or FMS at agreed upon rates Task 5.24: The selected vendor will provide timely helpdesk support to VHA to include, but not limited to, searching missing transactions, identifying mismatches, matching payment and EOB data and tracking/resolving reversals and other payer anomalies to allow accurate identification of payments and avoid adverse consequences for the Veteran. CHANGES TO PERFORMANCE WORK STATEMENT Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the contractor. Notification and Escalation of transaction incident discovery The assigned bank will provide notification and Escalation of transaction incident discovery including, but not limited to, outgoing 837 file error or incoming 835 file error which fails PNC validation, internal processing errors within the bank operational system, or any disruption to the real-time processing capability of 837s and 835s.   Notification will be provided at time of incident, discovery provides tracking number/date of escalation to payer or other resources with subsequent weekly updates until resolved.   Root cause analysis to be submitted to the ePayments team once resolved, if it results in delay in files delivered to VA more than 24 hours.   INSPECTION AND ACCEPTANCE CRITERIA Based on the tasks outlined above in the SOW; specific reports and/or documentation that are listed in the table below shall also be provided separately to the VHA program office staff at the frequencies outline in the table below. The Government shall monitor performance and review deliverables utilizing solicited and unsolicited feedback from all applicable resources as follows: Task Performance Indicator Standard Acceptable Quality Level Method of Surveillance 5.2 Provides additional enrolment documentation to payers on behalf of VHA EDI 835 Companion Document; PAYER Survey; Provider/Payer agreement 100% Random sampling 5.12 Develops and maintains a VHA Implementation Database to monitor the progress of each potential payer to be included in the Program Monitor the progress of each potential payer to be included in the Program and provide an excel spreadsheet with the status detail,   to the VHA on a weekly basis 100% Random sampling 5.13 Develops and maintains a VHA Trading Partner Database to manage those payers that have enrolled in the Program and are able to send data. Monitor the partner database to ensure it contains the proper information to include the Tax ID, Payer Name, Mailing Address, Contact Name, Contact Telephone, Contact FAX, Contact email, Trading Partner Agreement status. 100% Random sampling 5.14 Maintain the hard copies and electronic images of the payer-executed TPAs. Confirm that electronic images of the payer-executed TPA s were created. 100% Random sampling 5.22 The selected vendor will build an SF5515 deposit notification Monitor SF5515 deposit notification has been created. 100% Random sampling 6(D) The selected vendor shall remain EHNAC accredited Monitor that the The selected vendor actively re-news their EHNAC accreditation prior to expiration 100% Random sampling 6) VA Security Requirements.See Atch SOW Suggestion which can replace or supplement this section. Protecting VA Sensitive Personal Information (SPI) is an essential part of VA s mission towards America s Veterans. The vendor agrees following terms shall be appropriate: Any contract, task order, work order, blanket purchase agreement, or any other arrangement/agreement with any third-party contractor(s) and/or sub-contractor(s) in which they must use, store, generate, modify, or transmit VA SPI in order to fulfil VA requirements or obligations under this Interagency Agreement, then the following provisions shall be made applicable and included in all contracts/ arrangements/agreements and any subsequent amendments as though fully set forth A. Any contractor and/or subcontractor retained to do work for VA under this IAA that requires the access, use, storage, modification, or transmission of VA Sensitive Personal Information (SPI) must follow and adhere to the security controls, enhancements, compensating controls, protocols, regulations, and VA directions as the Contracting Officer (CO) shall direct, including, but not limited to those derived from the Federal Information Security Management Act (FISMA), OMB Circular No. A-130, and VA Directive 6500, Information Security Program and VA Handbook to ensure appropriate security controls are in place. Furthermore, Contractors are to adhere to all requirements established in VA Handbook 6500.6 Contract Security. The contractor must report any data breach according to the protocols and timeframes in HB 6500. B. If any contractor/sub-contractor retained to do work for VA under this IAA requires access, use, etc., of VA SPI as aforesaid, and if an actionable data breach occurs because of the contractor/subcontractor s acts, omissions, or negligence in following the VA-directed security controls, enhancements, compensating controls, protocols, and/or measures, including, but not limited to the sources above, the contractor/subcontractor is further subject to the statutory requirement to assess liquidated damages against contractors and/or subcontractors under 38 U.S.C. §5725 in the event of a breach of Sensitive Personal Information (SPI)/Personally Identifiable Information (PII). Liquidated damages shall be assessed IAW VA Handbook 6500.6 Appendix C, Chapter 7. LIQUIDATED DAMAGES FOR DATA BREACH, para b. per affected Veteran or beneficiary. LD Title 38 U.S.C. 5725 language is included in text attached SOW Suggestion document but I could not locate a LD calculation form or formula. A breach in this context includes the unauthorized acquisition, access, use, or disclosure of VA SPI which compromises not only the information s security or privacy but that of the Veteran or beneficiary as well as the potential exposure or wrongful disclosure of such information as a result of a failure to follow proper data security controls and protocols. C. The preceding shall not apply unless any contractor/subcontractor retained must access, use, store, modify, or transmit VA-owned SPI in the course of providing services, etc. to VA. D. The contractor shall possess and maintain their Electronic Healthcare Network Accreditation commission (EHNAC) Accreditations as outlined below. a. Financial Services Accreditation Program (FSAP) electronic health network (EHN) for an entity s healthcare-related EHN services and infrastructure. EHNs processes or facilitate processing of electronic transactions, in standard or nonstandard formats, between two or more trading partners in the healthcare community. b. FSAP Lockbox for entities, outsourcer organizations and other service-related companies having lockbox operations that handle healthcare data. Accreditation includes lockbox-specific criteria.Its also part of the governance listed above on page one, but I also copied this here below to assert that they must remain EHNAC accredited. PAPER LOCKBOX COLLECTIONSMust determine how Treasury/PNC accesses labor/payment. 1. MAIL COLLECTION The third-party contractor or the Qualified Lockbox Provider (QLP) shall pick up mail from the post office in accordance with the bank s mail pickup schedule. Mail will be processed on a first-in, first-out basis. 2. PROCESS MAIL A. All payments processed by 6AM and all express (overnight) mail received by noon local time will be included in the same day VHA and ECP file transmissions. Lockbox provider receives mail multiple times per day from the U.S. Post Office. B. Extract contents - Acceptable forms of remittances include: personal checks, business checks, money orders, certified checks, cashier s checks and cash. If the contents contain correspondence only, re-insert contents and forward to agency. (1) LIST OF ACCEPTABLE PAYEES: VHA accepts all payees. CHECK DATES: Process the items listed below: Stale dated Process Post-dated Process No date Process (3) DIFFERING AMOUNTS: If written and numeric courtesy amounts differ, the check will be guaranteed from the written amount only. If the legal amount is missing or unclear, the courtesy amount will be accepted. If the amount cannot be determined, the check will be returned to the agency with envelope and contents. (4) MISSING SIGNATURE: Stamp signature line Contact Maker for Signature and process. (5) FOREIGN CHECKS: Foreign checks payable in U.S. dollars and drawn through a QLP shall be processed. Foreign checks payable in U.S. dollars drawn on foreign banks, or foreign currency drawn on foreign banks should be rejected and returned to the Agency for handling in accordance with I TFM 5-6000. RESTRICTIVE ENDORSEMENT: (Agency Complete) TWO PARTY CHECKS: If both parties have endorsed the check to an acceptable payee process. Otherwise, image the check as correspondence, do not deposit, and return the original check back to VHA with daily mailout package CHECKS MARKED PAID IN FULL AND OTHER RESTRICTIVE ENDORSEMENTS: Process All THIRD PARTY CHECKS: Third party checks shall be returned to the Agency, unless otherwise specified by the Agency. THIRD PARTY CHECKS PAYABLE TO THIRD PARTY: Image and data capture all documents as usual, but process the check as a correspondence document. Do not deposit the check or include check amount in the control totals. Return the original check, the envelope, and any document contents back to VHA with daily mail-out package MULTIPLE DOCUMENTS: Process All. (10) BLANK PAYEES: Process All. 3. IMAGE PROCESSING The QLP will image the front and back of checks and image the front and bank of any associated remittance documents. During the imaging process, the following virtual endorsement will be overlaid on the back of the image of the check. FRB-Cleveland >RT Number< DATE C. The imaging process will electronically affix these checks and remittance documents together. More specifically, a single electronic record (e.g., data block or transaction) should include the front and back of the check and all associated material allowing for easy retrieval of information. D. The QLP will transmit the images to the Federal Reserve Bank of Cleveland (FRB Cleveland) where the images will be made available to the agency for viewing and individual check download via ECP. E. Envelopes (choose one of the following): X Will not be imaged Will be imaged (ANCILLARY CHARGES APPLY) F. Safekeeping and Destruction: (1) Paper checks: The QLP shall store the original paper checks for 10 days before the secure onsite shredding is performed. (2) Data and Images: The QLP is required to store check and remittance data and images for 45 days. (3) Disposal of Paper Envelopes/Remittance Documents/Vouchers: All remittance documents and vouchers will be destroyed after 15 days. Envelopes will destroyed the next business day with the exception of envelopes for exception items. Envelopes with exception items will be returned to the agency. 4. PROCESS REMITTANCES BATCH SORTING: Specify any special requirements. BATCH PROCESSING: Specify any special requirements. ELECTRONIC CHECK PROCESSING (ECP): All negotiable items shall be scanned, transmitted, and settled through the Bureau of the Fiscal Service Electronic Check Processing (ECP) System. As part of the remittance process under ECP, the QLP shall image all items, as described above, and also key enter and verify the dollar deposit amount of the check. All items will be processed either through truncation under Check 21 or by conversion to ACH using Paper Check Conversion (PCC). Bureau of the Fiscal Service, VHA and FRB Cleveland will work together to determine the specifics on which method, or combination of, will be used. The ECP system will submit the deposit data via the Fiscal Service Debit Gateway to the Treasury s Collection Information Repository (CIR). Reporting will be readily available to VHA via ECP or CIR. VHA must complete, and the Bureau of the Fiscal Service will review, an Agency Cash flow Profile (ACP) document that will detail the terms and parameters of the cash flow. The Bureau of the Fiscal Service requires an ACP to be completed for each new cash flow before processing commences. The ACP shall be completed with assistance from the ECP Implementation Manager, the Qualified Lockbox Provider, and the GLN Team. DATA CAPTURE: The following data element fields will be electronically captured or key entered: Electronically captured from a check: Check number Checking account number Check Routing Transit number Check Amount MICR line Key entered from a check: Check amount (if not automatically read and validated by the system) Any character/digit in the MICR of the check that was not captured by the system. Other field Key entered from a document: Account Number Invoice Number Amount Other field ACCOUNT NUMBER VALIDATION (choose one): Account number contains check digit* Validate using flat file Key twice (no check digit) *document check digit algorithm in Appendix B AUDIT TRAIL: The audit trail will include deposit date, batch number, sequence number, and amount. CANDLING: QLP will candle all envelopes opened (non-exception items). 5. EXCEPTION PROCESSING INSTRUCTIONS Check payments received without any agency name or SOA forms and without EIN listed on check on check stub. CASH: Any cash received will be processed using a check as a substitute item for the cash payment. UNPROCESSABLE ITEMS: Returned to VHA with daily mail-out package. Examples of unprocessable items not specifically covered in other areas of this SOW document include, but are not limited to the following: (1) Mutilated remittances (2) Foreign Coin and Foreign Items (3) Blank Check or No Dollar Amount Stated (4) Correspondence (5) Remittance without a Remittance Document 6. RETURNED CHECKS: Under ECP, items will be subject to redeposit once for Check 21 items and up to twice for ACH conversion using Paper Check Conversion (PCC). Redeposit options are covered by the Agency Cash flow profile (ACP) document. Following return of the item for any reason, FRB Cleveland will report a debit to ECP/CIR. ECP Customer Service will contact the Agencies if there is any adjustments or correction that need to take place. The Agency will also have access to the Debit Voucher Report that lists SF 5515 information via the FRB s secure website. DATA TRANSMISSION: The QLP will provide a single daily comprehensive CSV file (Excel or WordPad format) containing all data elements along with a TIFF image of each document in a daily zip file. CSV file will indicate type of document, required data elements, and which specific documents belong to each envelope. The QLP will utilize SFTP with PGP encryption to transmit the daily zip file by 6:00 p.m. (ET) to VHA. DAILY MAILOUTS: If required, the Bank will deliver via UPS or FedEx using the agency s Shipping Account billing number: Address for Mailout packages: ATTN: Phone: The remittance package(s) will include: Daily Lockbox Batch Report Any unprocessable items REPORTS: There are 13 Deposit and Payment reports available through the ECP system for Agencies to access their data. For additional information on report inquiries, contact ECP Customer Service. ANCILLARY SERVICES: Any ancillary services are billed by PNC directly to the Treasury under lockbox number and will be reimbursed to Treasury under this agreement: Service Code Service DEPOSIT REPORTING: On the day after lockbox items are processed by the QLP: FRB Cleveland will report deposits via Debit Gateway to CIR. The agency is able to view the deposits in CIR via the Preliminary Voucher Query module; the agency will also be able to view the deposit ticket (SF 215) in ECP. As required for settlement, PNC established DDAs for VHA, each one corresponding to a participating VA Medical Center (VAMC). PNC established one related parent account. PNC provides reports of the previous Business Day s activity for each of these accounts that can be accessed by the VAMC s through PNC s PINACLE online reporting service. PAYMENT EXCEPTIONS: ACH and Wire deposits will not be processed by the QLP. 13. QUALITY ASSURANCE: In order to meet VHA s requirements to verify all data, the QLP will perform data entry key verification of all required VHA keyed data elements. The QLP shall maintain a system of internal control, including but not limited to providing security for Agency funds, to ensure accuracy of accounting data, and to meet the scheduled deposit times. Internal Control: The QLP shall implement specific controls to ensure all of the below listed conditions: Cash collections, blank money orders, blank checks, and/or cash are not diverted. Required services are performed within the timeframes identified herein. All remittances and remittance documentation are safeguarded while enroute to and from various delivery/pickup points; e.g., Post Office(s), Lockbox Provider, NCC-KC, Agency Finance Office and while on Lockbox Depositary premises. Borrower information is not revealed to the public or any other organization. Deposit of funds has taken place to ensure maximum availability of funds. Backup of transmitted data can be regenerated in case of theft, damage, or destruction for at least 10 workdays after deposit. QUALITY REVIEW. The QLP shall perform a quality review of work in process and daily output on a weekly basis and shall establish quality controls to ensure that deliverables meet acceptable quality measurements as defined by the Treasury s lockbox performance standards. ONSITE REVIEW. The QLP shall agree to periodic onsite reviews (both announced and unannounced) by the Treasury and VHA to ensure that remittances are processed in accordance with the pattern procedures set forth in this document.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/36C77718Q0004/listing.html)
 

Document(s)

Attachment
 

File Name: 36C77718Q0004 36C77718Q0004.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870427&FileName=36C77718Q0004-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870427&FileName=36C77718Q0004-000.docx

 

File Name: 36C77718Q0004 Sources Sought Notice 36C77718Q0004.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870428&FileName=36C77718Q0004-001.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870428&FileName=36C77718Q0004-001.pdf

 

File Name: 36C77718Q0004 Statement of Work 36C77718Q0004.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870429&FileName=36C77718Q0004-002.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3870429&FileName=36C77718Q0004-002.pdf

 

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

Record

SN04720935-W 20171026/171024230747-097fef4f1c33bece3ef6bd5111e26adc (fbodaily.com)
 

Source

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

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