Medical Terminology and coding Training

Sources Sought Notice

This notice is issued by the Department of Veterans Affairs (VA) to gather information and identify sources capable of providing medical terminology and coding training for Government employees and supervisors. The VA is seeking market information to determine the acquisition method and identify interested parties.

The training should cover:

• Fundamental understanding of medical terminology and medical codes.

• Application of terminology and coding to VA's PWS.

• Development of employee understanding and knowledge retention.

• Workforce capability in processing medical claims.

• Inclusive training materials and certificates of completion.

• This is a Sources Sought Notice, not a request for quotes. There is no solicitation at this time.

• The notice is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The relevant NAICS code is 611430 – Professional and Management Development Training.

Interested parties should submit:

• A cover sheet with organization details, point of contact, and SAM UIE.

• Company size status and SDVOSB/VOSB verification.

• Information on GSA or NASA SEWP contracts, if applicable.

• A capabilities statement addressing specific questions regarding:

  • SDVOSB compliance (VAAR Clause 852.219-75).
  • Experience with government agencies and quote submission processes.
  • Interest in providing the services.
  • Experience with in-person and virtual medical terminology and coding training, including course length, delivery methods, learning outcomes, and client types.
  • Instructor certifications and methods for staying current with industry standards.
  • Ability to deliver in-person training at VA-FSC in Austin, TX, or virtually via Microsoft Teams or Cisco Webex.
  • Approach to virtual and in-person delivery, including engagement tools, technical setup, and classroom management.
  • Recommended training schedules.
  • Curriculum coverage of PWS core competencies.
  • Identification of any unsupported competencies or areas needing clarification.
  • Tailoring of curriculum for beginner-level employees and adult learning strategies.
  • Ability to deliver training materials 3-5 business days before courses.
  • Types of materials provided (workbooks, glossaries, etc.).
  • Provision of student certificates within 5 business days of completion.
  • Format options for materials (electronic/print).
  • Compliance with key performance standards (on-time delivery, assessment scores, instructor professionalism, satisfaction scores).
  • Quality assurance practices.
  • Consistent performance across delivery types.
  • Instructor compliance with VA-FSC access procedures, badge requirements, and no-connect policy.
  • Compliance with Tier 1/NACI requirements.
  • Confirmation that instructors will not require access to VA systems beyond guest Wi-Fi or meeting platforms.
  • ROM pricing for in-person and virtual classes, and per-student/per-course material costs.
  • Identification of cost differences and efficiencies.
  • Identification of any burdensome, unclear, or restrictive requirements in the draft PWS.
  • Recommendations for improvements, industry best practices, and potential risks or challenges.
  • Suggestions for other NAICS codes or feedback.

• This opportunity is intended as a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Responses are due by 04-20-2026 at 10:00 AM Eastern Time.

• Submissions should be less than ten (10) pages, in 12 Times New Roman font with 1-inch margins.

• Responses must be emailed to Christina Brown (Christina.Brown13@va.gov) and Justin Cole (Justin.Cole4@va.gov).

• This notice does not constitute a request for quotes, and submission is purely voluntary. The Government assumes no financial responsibility for costs incurred.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide medical terminology and coding training for Government employees and supervisors at the Department of Veterans Affairs (VA) Financial Services Center (FSC) who process medical claims.

• Provide a fundamental understanding of medical terminology and coding, including essential core competencies.

• Train employees with little or no prior experience in medical terminology and coding.

• Foster innovative learning strategies to promote knowledge retention and effective application.

• Develop a workforce capable of effectively processing medical claims.

• Training will be inclusive, with certificates of completion provided for all attendees.

• Base Period: October 1, 2026 - September 30, 2027.

• Option Period: To be determined.

• Training will be conducted in-person and virtually for remote participants at the Financial Services Center, 8000 Metropolis Drive, Building B, Austin, Texas 78744.

• On-Time Delivery of Materials: 100%

• Adherence to Training Schedule: 98%

• Knowledge Assessment Results: Class average ≥ 80%

• Competency Demonstration: 90%

• Participant Satisfaction: Minimum average of 4.0/5.0

• Virtual Delivery Effectiveness: 95% positive feedback

• Certificate Delivery: Within 5 business days post-training

• Firm-Fixed-Price (FFP) contract anticipated.

• No travel expenses will be reimbursed.

• Contractor must provide qualified instructors with relevant certifications (e.g., CPC, CCA, CCS, RHIT, RHIA).

• Training materials must be submitted 3-5 business days prior to the event.

• Security requirements include background investigations (Tier 1 / Low / NACI for task 0001) and adherence to VA information security and privacy protocols.

• Contractor personnel must not connect to the VA FSC intranet or other VA networks.

• Specific deliverables include course agenda, syllabus, student materials, instructor qualifications, instructional delivery, attendance records, knowledge assessments, and certificates of completion.