Virtual Coding Services BEM AO

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFP 75H70526R00002 for Area Wide Coding Services.

• Contract Type: This requirement is a new contract, not a follow-on to an existing one.
• Equipment: The Government will not provide any equipment; the Contractor must supply all necessary equipment (computers, phones, etc.).
• Invoicing: Invoices require encounter type, quantity, unit price, subtotal per encounter type, and total amount due per site. Timesheets are not required.
• Pricing: The CLIN schedule will be based on a "Unit Cost Per Encounter," aligning with the "all-inclusive hourly rate" mentioned in the evaluation clause.
• Coder Qualifications: Coders must be certified.
• System Access: Access to RPMS, EHR, and VISTA systems will be provided via VPN.
• Historical Encounter Data:
  • Cass Lake: Outpatient average 1380/month. Inpatient unit reopening (not used since 2020). ED estimated at 750/month.
  • Red Lake: Outpatient average 1980/month. Inpatient average 9/month. ED estimated at 825/month.
  • White Earth: Outpatient average 1070/month. No inpatient or ED.

These clarifications provide specific details on equipment, invoicing, pricing structure, coder qualifications, system access, and historical encounter volumes, which are crucial for bidders to accurately prepare their proposals.

Form / Attachment / Pricing Sheet

This document is an "Indian Economic Enterprise Representation Form" used in conjunction with the Buy Indian Act. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Indian Health Service (IHS) for certain solicitations, Sources Sought Notices, or Requests for Information (RFIs).

• Eligibility Criteria: Offerors must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may request documentation of eligibility.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Representation Section: Requires the offeror to indicate if they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, DUNS Number, and Certifying Signature/Print Name.

This form is critical for bidders responding to opportunities that are set aside or sole-sourced under the Buy Indian Act. Bidders must accurately complete this form to self-certify their eligibility. Failure to meet these requirements or provide false information can lead to penalties and disqualification. It also highlights the need for SAM registration.

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) that establishes the terms and conditions under which a "Business Associate" will use and disclose Protected Health Information (PHI) on behalf of the Indian Health Service (IHS), the "Covered Entity." It ensures compliance with the Health Insurance Portability and Accountability Act (HIPAA) Rules.

• Authority: Outlines the legal basis for the agreement under HIPAA.
• Definitions: Defines key terms such as Business Associate, Covered Entity, HIPAA Rules, and Master Patient Index (MPI).
• Obligations of Business Associate: Details requirements for compliance, safeguarding PHI (including electronic PHI), reporting unauthorized uses/disclosures and breaches, individual access to PHI, accounting of disclosures, and amendment of PHI.
• Permitted Uses and Disclosures: Specifies how the Business Associate may use or disclose PHI, generally requiring individual authorization or for treatment, payment, or healthcare operations, and must adhere to minimum necessary principles.
• Obligations of Covered Entity: Outlines the IHS's responsibilities, including providing privacy notices and notifying the Business Associate of limitations or changes.
• Termination: Defines terms for termination of the agreement, including for cause, and outlines the Business Associate's obligations regarding PHI upon termination (return, destruction, or continued safeguarding).
• Indemnification: Addresses Business Associate's liability for HIPAA non-compliance.
• Miscellaneous: Includes provisions for incorporation into a contract, notices, regulatory references, amendments, interpretation, successors/assigns, and severability.

Bidders responding to an opportunity that requires handling Protected Health Information (PHI) must understand and agree to the terms of this Business Associate Agreement. It outlines critical responsibilities for safeguarding sensitive patient data, reporting breaches, and complying with HIPAA regulations. Failure to comply can result in penalties and termination of the contract. This document is essential for determining the scope of work and compliance obligations related to the handling of health information.

Solicitation / RFP / RFQ

This document provides instructions for submitting proposals for Virtual Coding Services for the Bemidji Area Indian Health Service. The procurement is set aside for 100% Indian Economic Enterprise (IEE). The anticipated award will be an IDIQ Firm Fixed Price contract with two one-year options.

Proposals must include:

• Standard Form 1449 (Sections 12, 17, & 30)

• Section B.1, Contract Administration Data

• Section B.5, Schedule of Price/Costs

• Section E. 52.212-2 Evaluation Technical Capability and Past Performance: A word document with three (3) current and available references for past performance, including Contract Number, Total Dollar Amount, Point of Contact, Telephone number, and email address.

• Verification of Contractor Registration in SAM.gov

• Acknowledgment of Business Associate Agreement (Attachment 1)

• Completed/Signed IEE Representation (Attachment 2)

• Contract Type: IDIQ Firm Fixed Price

• Period of Performance: Base plus two (2) one-year options

• Proposals are due by 2/18/2026 at 1:00 pm CT.

• The Government intends to award without discussions, so proposals must be complete and represent relevant experience, past performance, and price.

• Proposals should be emailed.

• This procurement is set aside for 100% Indian Economic Enterprise (IEE).

• All submitted documents must be clear and legible.

• The office is not responsible for incomplete transmissions.

• Agency contacts for inquiries are Mary Simon and Jennifer Richardson.

Solicitation / RFP / RFQ

This solicitation is for Area-wide, off-site medical coding services for the Bemidji Area Indian Health Service (BEMIDJI IHS), covering the Cass Lake, Red Lake, and White Earth Service Units. The services will include analysis, review, and completion of coding for Outpatient, Inpatient, Emergency Department (ED), Behavioral Health (BH), Telehealth, and Tribal health encounters. The goal is to support revenue cycle management, ensure compliance, and maintain accurate medical records.

• Provide medical coding services for various encounter types.

• Support revenue cycle management activities.

• Assist with retrospective provider audits.

• Provide staff instructions/training based on audit findings, SU requests, or new initiatives.

• Services must adhere to Centers for Medicare & Medicaid Services (CMS), Federal, and State regulations.

• Contract Type: Firm Fixed Price, Indefinite Delivery – Indefinite Quantity (IDIQ). Task orders will be Firm Fixed Price.

• Period of Performance: Base Year (5/1/2026 - 4/30/2027) plus two (2) one-year option years.

• Maximum Contract Value: $2M

• Minimum Guarantee: $10K

• Offers must be submitted by the date specified in the solicitation.

• Evaluation Factors: Past Performance (60%) and Technical Capability (40%). Past Performance combined with price is considered greater than price.

• Pricing must reflect an all-inclusive hourly rate.

• NAICS Code: 541219, Other Accounting Services.

• Small Business Size Standard: $25M.

• The acquisition is set aside for small business.

• Contractor employees requiring access to Government Information Systems must be registered and complete training.

• Payment will be made via electronic funds transfer (EFT) 15 days after receipt of services or a proper invoice.

• Invoices must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform (IPP).

• Background investigation (national criminal history fingerprint search) is required for contractor personnel.