Amendment 0001 - Remote Medical Coding, Billing & AR - Taos-Picuris Service Unit - Taos, NM

Amendment / Modification

• Extends the response date for the solicitation to Friday, January 30th, 2026, by 5:30 PM MST.

• Adds "Q_and_A 75H70726Q00027" to the list of attachments.

• Response deadline for offers.

• List of attachments.

• The proposal submission deadline has been extended. Bidders should note the new date and time. The addition of the Q&A document may provide further clarification relevant to proposal preparation.

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding Solicitation No. 75H70726Q00027.

• Contract Type: This requirement is a follow-on to an existing contract.
• Incumbent Information: The incumbent contractor is DT-Trak, under contract number 75H70721D00008, with a value of $2,222,851.97.
• Remote Work Equipment: The Government will not provide equipment for remote work; contractors should assume all equipment and connectivity are contractor-furnished.
• Cybersecurity for Remote Access: Minimum cybersecurity standards for contractor equipment are not specified for remote access, as access is via VPN.
• Remote Access Method: Approved remote access is via VPN/remote desktop. PIV cards will be required, and assistance will be provided for both.
• Systems Access: All billing and coding functions are performed within the RPMS and IHS EHR platform, as well as ABILITY and AVAILITY clearinghouse portals.
• Communication/Training Platform: Microsoft Teams is the anticipated platform for communication and training.
• Timecard Reporting: Timecards will not be required; invoicing is based on unit-priced services.
• Historical Volume Data: Provided historical averages for Coding (35,000), Billing (15,000), Posting (10,000), A/R (30,000), and POS rejections (20,000).
• Proposal Volume Structure: Additional required documents can be included in Volume 3 or a separate stand-alone volume.
• Background Checks: Typical processing timelines for background checks average two months.
• Resumes/Certifications: Copies of certifications are required to be submitted with the quotation, not a narrative description.
• Pricing Basis: Pricing is based on unit price per visit, claim, etc.

This Q&A clarifies key aspects of the solicitation, including contract type, remote work policies, system access, and submission requirements. It confirms the contract is a follow-on and provides specific data points for pricing and historical volumes. Bidders should note that timecards are not required and copies of certifications are needed.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for Remote Medical Coding, Billing, and Accounts Receivable (AR) Services to be provided to the Taos-Picuris Health Center located in Taos, NM. This acquisition is a Total Indian Small Business Economic Enterprise (ISBEE) Set-Aside, meaning only quotes from ISBEE vendors will be considered.

• Assign and sequence ICD-10 CM/CPT/HCPCS codes to diagnoses and procedures.

• Abstract necessary information from electronic health records.

• Bill and submit claims electronically or manually within specified timeframes (e.g., within six business days from date of service).

• Post all payments within 72 hours of receipt of supporting documentation.

• Reconcile accounts by posted payment, credits, and adjustments within 45 days from date of service.

• Retrieve data from the computer to rectify inaccuracies for POS rejections.

• Provide weekly deficiency reports.

• Provide training as requested to Taos-Picuris Health Center staff.

• Complete required orientation and training, including Protecting Children from Sexual Abuse, Trauma-Informed Care, Information System Security Awareness, and Fraud, Waste, and Abuse training.

• Contract Type: Single firm-fixed price type order.

• Period of Performance: One-year base period (03/01/2026 – 02/28/2027) with four (4) one-year option periods.

• NAICS Code: 541219 with a small business size standard of $25.0M.

• Quotes are due by close of business on 01/23/2026.

• Evaluation will be conducted using a comparative, best-value tradeoff evaluation based on Technical Qualifications, Past Performance, and Price.

• Quotes must be organized into three volumes: Technical Qualifications, Past Performance, and Price.

• Additional required documents include a signed SF-18, IHS Buy Indian Act Indian Economic Enterprise Representation Form, and signed amendments.

• Total Indian Small Business Economic Enterprise (ISBEE) Set-Aside.

• Pricing shall be quoted as unit prices for each service line.

• Quantities are estimates only and subject to change.

• Invoices shall be submitted in accordance with the invoicing instructions in the Statement of Work and HHSAR 352.232-71.

• The contractor is responsible for all applicable Federal, State, Tribal, and local taxes.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm their status as an "Indian Economic Enterprise" in accordance with the Buy Indian Act. This form is required in response to Sources Sought Notices, Requests for Information (RFIs), or Solicitations.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Eligibility Period: The enterprise must meet the definition throughout the offer period, at the time of contract award, and during the full contract performance period. Notification is required if eligibility is lost.
• Documentation: Contracting Officers may require documentation of eligibility, and awards may be subject to protest.
• Registration: Successful Offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law and subject to penalties.
• Required Fields: The form requires the Offeror's Business Name, DUNS Number, Name of Federally Recognized Tribal Entity (if applicable), Name of the 51% owner of the IEE Firm, Certifying Signature, and Print Name.

This form is critical for bidders seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete this representation to self-certify their eligibility. Failure to meet the criteria or complete the form correctly could disqualify an offer. It also highlights potential requirements for documentation and SAM registration.

Form / Attachment / Pricing Sheet

This document is a fillable table for RFQ No. 75H70726Q00027, related to Remote Coding, Billing, & AR (TPSU) services. It serves as a pricing sheet for potential bidders to quote unit prices for various services over a base year and four option years.

• Services: Coding, Claims Processing, Posting, AR/Follow-Up, POS Rejections.
• Time Periods: Base Year (03/01/26 – 02/28/27) and four Option Years (03/01/27 – 02/28/31).
• Quantities: Minimum and maximum estimated quantities are provided for each service (e.g., visits, claims, actions).
• Pricing: Fields are included for Unit Price, Minimum Price, and Maximum Price for each service and period. Bidders are expected to fill these in.
• Pricing Notes: Instructions specify quoting unit prices, that payment will be based on actual quantities up to the maximum, and that quantities are estimates.

This document is critical for bidders as it outlines the specific services, estimated volumes, and contract periods for which pricing is required. Bidders must use this table to submit their price proposals, quoting unit prices that will be applied to the estimated quantities. The "Max" quantities represent ceiling values for payment. The structure covers a base year and four option years, indicating the potential duration of the contract.