Q601--Medical Coding Services for Northampton VA Medical Center (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), specifically the Northampton VA Medical Center, is conducting market research through a Sources Sought announcement for Medical Coding Services. This initiative aims to identify qualified vendors capable of providing comprehensive coding and auditing services for inpatient, outpatient, and surgical care. Responses are due February 26, 2026, at 9:00 AM Eastern Time.
Purpose
This is a preliminary market research effort to gain knowledge of interest, capabilities, and qualifications from all vendors, including various small business categories (8(a), HUBZone, SDVOSB, WOSB, EDWOSB, ISBEE). The government intends to award a Firm Fixed Price Purchase Order based on future solicitations. This is not a solicitation for quotations, and no contract will be awarded from this synopsis.
Scope of Work
The required services, as outlined in the attached Performance Work Statement (PWS), include:
- Coding Services: Assigning diagnostic and procedural codes (ICD-10, CPT, HCPCS Level II) for inpatient facility, inpatient professional, outpatient, and surgery cases.
- Validation: Ensuring the integrity, quality, and accuracy of assigned codes within the national encoder product and Electronic Health Record (EHR).
- Auditing Services: Conducting external audits to validate code assignment, identify documentation deficiencies, and recommend remediation, with an expected accuracy of 95% or higher.
- Training: Providing a minimum two-hour educational session on coding topics based on facility needs.
Performance standards require a minimum 95% accuracy rate for all coding and auditing, with specific timeliness requirements (e.g., five calendar days for inpatient/outpatient coding, one week for surgery coding). Services will be performed off-site at the contractor's facilities, and all coding and audit services must be physically performed in the United States.
Contract & Timeline
- Opportunity Type: Sources Sought
- Potential Contract Type: Firm Fixed Price Purchase Order
- NAICS Code: 541511 (Custom Computer Programming Services)
- Small Business Size Standard: $34.0 million
- Product Service Code (PSC): Q601 (Medical Coding & Auditing)
- Response Due: February 26, 2026, 9:00 AM Eastern Time
- Published Date: February 11, 2026
Vendor Requirements & Information Requested
Interested parties must be registered in the System for Award Management (SAM) at https://sam.gov. Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB) must also be registered in the VetBiz database and provide proof of registration from https://veterans.certify.sba.gov/.
Vendors should submit the following information via email to Sebastian Freeze (sebastian.freeze@va.gov):
- Company name and address, point of contact with phone number, and UEI number.
- Documentation demonstrating technical capability to perform the requirements outlined in the Statement of Work.
- Proof of veteran-owned business registration, if applicable.
Additional Notes
Questions concerning this announcement should be directed via email to the Contract Specialist, Sebastian Freeze, at sebastian.freeze@va.gov. The subject line of the email must include the sources sought number (36C24126Q0258). Telephone requests will not be accepted.