Department of Veterans Affairs Program Contracting Activity Central SOURCES SOUGHT 36C77625Q0264 Monday, August 11, 2025 **IMPORTANT: Please read this notice in full BEFORE responding! ** THIS IS A SOURCES SOUGHT (SS) FOR MARKET RESEARCH PURPOSES ONLY. This Request for Information (RFI) is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The Department of Veteran s Affairs (VA) - Consolidated Patient Account Center (CPAC) has a requirement to purchase all labor and equipment required for generation of VA and Non-VA outpatient claims to third party healthcare insurance carriers for CPAC sites nationwide with an authorized vendor. The VA is conducting market research and is seeking written responses with information to assist with identifying potential sources that are interested in, and capable of, providing the services described. Please review the information contained herein and identify whether your company has the capability and interest to provide the services as described in the Performance Work Statement (PWS) (below). Please see section titled SUBMITTAL OF RFI RESPONSE below for what information to include in your company s response. GOVERNMENT QUESTIONS The VA is requesting vendors answer the following questions in response to this notice. Company Overview: Provide a brief history of your company, including year of establishment and ownership structure. Describe your primary business focus and areas of specialization. Industry Experience: How many years has your company been providing medical billing services? Manager Does your company have on staff a Manager with comprehensive knowledge of the principles, practices, laws, rules, and regulations related to billing for healthcare services and the submission of healthcare claims. Provides management oversight, guidance, corrective measures, and direction for monitoring activities designed to ensure the integrity and accuracy of healthcare claims. If no, briefly describe how your company would fill this role. Supervisor Does your company have on staff a Supervisor who is responsible for the timely and accurate preparation and submission of claims for healthcare services, equipment, and/or medication. The Supervisor makes assignments based on the complexity of healthcare services, procedures, equipment, etc., provided, establishing deadlines and quality requirements. Comprehensive knowledge of framework of regulatory material regarding healthcare billing such as Medicare, TRICARE, and CHAMPVA guidelines, Sharing Agreements, Worker s Compensation, appropriate Public Laws, HIPPA rules and regulations. Knowledge of coding of diseases and procedures using ICD-10, CPT, and HCPCS coding systems. If no, briefly describe how your company would fill this role. Provide and briefly describe the full scope of medical billing services your company provides. including but not limited to inpatient, outpatient, dental, Durable Medical Equipment. Briefly describe the process your company uses for handling denied claims and billing disputes. Does your company have the capability of processing an average of 250,000-300,000 VA claim and 200,000 300,000 non-VA claim encounters per month? If no, how long (days/weeks/months) would it take for your company scale up to this capacity? Briefly describe how your company ensures adequate staffing numbers are maintained to meet the demands of your clients? Briefly describe your company s scalability to meet fluctuations in medical billing workload. Compliance and Security: Do you have protocols in place to maintain Health Insurance Portability and Accountability Act (HIPAA) compliance as well as Personally Identifiable Information (PII) and Protected Health Information (PHI) protocol? Key Performance Indicators (KPIs): What KPIs does your company track to measure the performance and success of its billing services? How does your company report these KPIs to your clients? Staffing and Training: How often do you provide training updates to your staff on new regulations and practices? Claims Processing: On average how quickly are claims processed? (Number of Days) Innovation and Improvements: How does your company stay updated with the latest trends and innovations in medical billing? SET-ASIDE Complete responses to this notice will assist the VA in determining any potential set-aside for the requirement. Not providing all information requested in response to this notice may result in the VA being unable to determine a vendor potentially capable of satisfying the requirement and, subsequently, if the rule of two criteria is not met, a specific set-aside category may not be decided by the Contracting Officer. SUBMITTAL OF RFI RESPONSE Responses Due Date If your company is interested and capable of meeting this requirement, please provide a complete response no later than Monday September 1, 2025, at 11 am Eastern. Responses must be sent to BOTH heather.allen3@va.gov AND alan.willingham@va.gov. A complete response satisfies the information requested below. The Government requests potential vendors to provide the following information with their response: Company information Name Address Point of Contact UEID/DUNS Identify which of the following NAICS codes your company uses when providing Third Party Billing Services: What is your company's primary NAICS code of operation? Does your company currently have an active GSA FSS contract for Third-Party Provider (TPP) Claims Billing Services? If so, what is the contract number(s)? Is your company currently providing Third-Party Provider (TPP) Claims Billing Services support to (Federal or State) government agencies? If so, to whom? Please indicate the industry areas for which your company has performed Third-Party Provider (TPP) Claims Billing Services and the type of customer(s): Answers to all government questions (see above) NOTE: This notice is being posted solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information. Interested parties shall have a current Systems for Award Management (SAM) (www.sam.gov) active registration. The registration shall be kept active throughout the contract's life if issued. At this time, no solicitation exists; therefore, please do not request a copy of the solicitation. Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined. VA s Veterans First Contracting Program: The Veterans First Contracting Program applies to VA contracts only. VA has a preference to award contracts to verified Service Disabled Veteran-Owned Small Businesses (SDVOSBs) first then to verified Veteran-Owned Small Businesses (VOSBs) when market research indicates provides a reasonable expectation that the VA will receive two or more offers from eligible SDVOSB/VOSB firms at a fair and reasonable price. To be eligible for a VA SDVOSB or VOSB set-aside, the firm must be verified in the VA s Office of Small Business Utilization s (OSDBU) Veteran Information Pages (VIP) database as an SDVOSB or VOSB at the time the firm submits its offer to the VA. Additional information on VA s Veterans First Contracting Program can be found on OSDBU s website at https://www.va.gov/osdbu/verification/. In addition, the SDVOSB/VOSB must qualify as a small business under SBA s regulations. /END OF NOTICE/
