Q601--631-26-2-9810-0017 Medical Coding ATTN Sebastian Freeze (VA-26-00033978)
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 1 - New England, is soliciting quotes for Medical Coding Services for the Northampton VA Medical Center in Leeds, MA. This is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) / Veteran-Owned Small Business (VOSB) set-aside. The contract will be a Firm-Fixed Price with a base year and four option years. Quotes are due by June 5, 2026, at 9:00 AM EST.
Scope of Work
The contractor will provide comprehensive medical coding services, including assigning appropriate ICD, CPT, and HCPCS Level II codes to outpatient encounters based on electronic health record documentation. Services also include validation of code integrity and quality. Coders must adhere to VHA Coding Guidelines and maintain a minimum of 95% coding accuracy with a 5-day turnaround for completed records. The anticipated productivity standard is 13.9 outpatient encounters per hour per coder. All coding and auditing activities must be performed remotely by U.S. citizens physically located within the United States. The estimated annual volume is 30,000 to 40,000 encounters.
Contract Details
- Contract Type: Firm-Fixed Price
- Period of Performance: Base year (May 28, 2026 - May 27, 2027) plus four option years, extending through May 27, 2031.
- Place of Performance: Services are for the Northampton VA Medical Center, Leeds, MA, but will be performed off-site at the Contractor's facilities within the United States.
- NAICS Code: 541511 (Custom Computer Programming Services) with a $34.0 million size standard.
- FSC/PSC: Q601 (Medical Coding and Auditing).
Eligibility & Submission
This solicitation is a 100% SDVOSB/VOSB set-aside, requiring offerors to be SBA-certified and listed in SAM.gov at the time of offer submission. Quotes must include Price, Technical (experience, capabilities, quality control plan, subcontracting details), and Past Performance (three references using the provided form). Evaluation will be comparative, considering Technical/Quality, Past Performance, Veterans Involvement (SDVOSB/VOSB credit), and Price, seeking the most favorable quote.
Important Notes
This solicitation is issued as an RFQ, and a separate written solicitation document will not be issued. The deadline has been extended multiple times, with the final deadline being June 5, 2026, at 9:00 AM EST. The solicitation incorporates FAR 52.222-90, "ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS," which prohibits racially discriminatory DEI activities and requires compliance reporting. Bidders must be prepared for a 2-3 month process to obtain VA system access and complete full VA background investigations for staff. Questions should be submitted in writing via email to Sebastian Freeze at sebastian.freeze@va.gov.