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Medical Coding Services for Northampton VA Medical Center (VA-26-00033978)

ID: 36C24126Q0258 • Type: Sources Sought • Match:  95%
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Description

This is a source s sought announcement to be used for preliminary market research purposes only. No quotations are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR QUOTATIONS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. No reimbursement will be made by the Government for any costs associated with providing information in response to this synopsis or any follow up information requests. The purpose of this sources sought is to gain knowledge of interest, capabilities, and qualifications of all vendors, public and private institutions, members of 8(a), HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), Women Owned Small Business (WOSB), Economically Disadvantaged Women Owned Small Businesses (EDWOSB), and Indian Small Business Economic Enterprises (ISBEE) to compete and perform a Firm Fixed Price Purchase Order. In accordance with FAR 52.204-7, System for Award Management, prospective contractors must be registered in System for Award Management (SAM) and in VetBiz database if applicable (VetBiz registration is required for Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses). Contractors may obtain SAM information at https://sam.gov/content/home. To be eligible for award, contractors must be registered in the System for Awards Management database. Registration is free and potential offerors are encouraged to visit the SAM website as no IDCs can be awarded to any offeror not registered in SAM. NAICS code is 541511 (Custom Computer Programming Services) Small Business Size Standard of $34.0 million. Product service code is Q601 (Medical Coding & Auditing). Questions concerning this announcement should be directed to the Contract Specialist using the email address provided. Telephone requests for information or questions will NOT be accepted. Please email requests or questions to Sebastian Freeze at the following email address: sebastian.freeze@va.gov and ensure that the subject line includes the sources sought number. Interested parties responding to this Sources Sought shall submit the following information to sebastian.freeze@va.gov. Company name and address, point of contact with phone number, and UEI number Documentation relating to technical capability of performance to the requirements of the statement of work. Companies seeking preferences based on being a veteran owned business concern must provide proof of registration in the https://veterans.certify.sba.gov/.
Background
The Veterans Health Administration (VHA) is seeking to secure services for health record coding and auditing. This sources sought announcement aims to gather information on the interest, capabilities, and qualifications of vendors, including small businesses and those owned by veterans, to perform coding services under a Firm Fixed Price Purchase Order.

The contract will involve assigning appropriate codes based on electronic health record documentation for outpatient, surgical, and inpatient care provided at VHA facilities.

Work Details
The contractor shall provide coding services that include:
1. Assigning appropriate International Classification of Diseases (ICD), Current Procedural Terminology (CPT), and Healthcare Common Procedure Coding System Level II codes based on health record documentation.
2. Validating the integrity and quality of code assignments in the national encoder product and electronic health record (EHR).
3. Conducting coding audits for inpatient and outpatient episodes as requested by VHA facilities.
4. Ensuring compliance with coding guidelines established by various health organizations and VHA-specific policies.
5. Providing training workshops for VHA staff on coding issues identified during audits. The contractor must maintain a minimum coding accuracy rate of 95% and adhere to specified turnaround times for coding tasks.

Period of Performance
The contract's period of performance will be defined in individual task orders, with specific timelines for deliverables such as coding services to be completed within five calendar days of assignment.

Place of Performance
Services will be performed at various Veterans Health Administration medical facilities across the United States, including all 50 states, American Samoa, Guam, the Philippines, the Virgin Islands, and Puerto Rico.

Overview

Response Deadline
Feb. 26, 2026, 9:00 a.m. EST Past Due
Posted
Feb. 11, 2026, 8:23 a.m. EST
Set Aside
None
Place of Performance
Department of Veterans Affairs Northampton VA Medical Center Leeds, MA 01053 USA
Source

Current SBA Size Standard
$34 Million
Pricing
Fixed Price
Est. Level of Competition
Low
Est. Value Range
Experimental
$100,000 - $500,000 (AI estimate)
Odds of Award
41%
On 2/11/26 VISN 1: New England Healthcare System issued Sources Sought 36C24126Q0258 for Medical Coding Services for Northampton VA Medical Center (VA-26-00033978) due 2/26/26. The opportunity was issued full & open with NAICS 541511 and PSC Q601.
Primary Contact
Title
Contract Specialist
Name
Sebastian Freeze   Profile
Phone
Email Only
Fax
Email Only

Documents

Posted documents for Sources Sought 36C24126Q0258

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Additional Details

Source Agency Hierarchy
VETERANS AFFAIRS, DEPARTMENT OF > VETERANS AFFAIRS, DEPARTMENT OF > 241-NETWORK CONTRACT OFFICE 01 (36C241)
FPDS Organization Code
3600-00241
Source Organization Code
100176746
Last Updated
March 13, 2026
Last Updated By
Sebastian.Freeze@va.gov
Archive Date
March 13, 2026