SOLICITATION NOTICE
R -- Data Transcription Services AmendmentAll amendments have been marked with italicbold type. Please contact undersigned withquestions.
- Notice Date
- 8/29/2008
- Notice Type
- Modification/Amendment
- NAICS
- 561410
— Document Preparation Services
- Contracting Office
- Department of Veterans Affairs, Clarksburg VAMC, Department of Veterans Affairs Medical Center, Department of Veterans Affairs;Louis A Johnson, VAMC;Contracting Office (90C);1 Med Center DR;Clarksburg WV 26301-4199
- ZIP Code
- 26301-4199
- Solicitation Number
- VA-244-08-RQ-0362
- Response Due
- 9/12/2008
- Archive Date
- 10/12/2008
- Point of Contact
- Jennifer L. RobinsonContracting Office, Louis A. Johnson VAMC<br />
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.The Louis A. Johnson VAMC intends to award a firm fixed price commercial services contract in response to Request for Quotation VA-244-08-RQ-00362. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-25. This solicitation is a 100% Small Business set aside based on NAICS code 541513. PRICE SCHEDULE: Offers should be submitted for One Year: Estimated 800,000 lines @ $______ per line =$__________; STATEMENT OF WORK: The contractor will provide complete off-site dictation and transcription and dictation services to the Louis A. Johnson VA Medical Center, Clarksburg, WV 26301. Dictation is done by various staff at the medical center and at the outpatient clinics located in Parsons and Parkersburg, WV. Dictated material contains technical/medical terminology and requires knowledge of highly specialized vocabulary specific to a wide variety of specialty services. Specialty services consist of, but not limited to, Dentistry, Dermatology, Drug and Alcohol Treatment, Endocrinology, Gastroenterology, General Medicine and Surgery, Neurology, Psychiatry, Psychology, Gynecology, Optometry, Outpatient Surgery, Orthopedics,, Radiology, Otolaryngology, Nuclear Medicine, Pathology, Rheumatology, and Urology. Medical reports to be transcribed shall include, but not be limited to discharge summaries, history and physical examinations, assessment reports, consultation reports, operative reports, non-operative reports, progress notes, emergency room notes, EEG reports, social work service reports, Persian Gulf reports, agent-orange reports, compensation and pension examinations, special procedures, and other miscellaneous and administrative reports as required. Material is dictated by many different clinicians, requiring adaptation to various accents, speech, tone, voice volume, delivery, pronunciations, and enunciation. The contractor must be able to adapt to monthly staff changes in various medical specialties and, likewise, shall establish a process to facilitate user's access to the dictation system in a timely manner. The contractor must have the capability to transcribe approximately 2,000,000 lines per year. One (1) line is equal to no less than 60-67 characters with right hand justification. Exceptions are end of a paragraph or subtitles within the summary or description of operation reports. Each line within designated blocks is equivalent to one (1) line of transcription. Programmable information that is repeated does not constitute a line of transcription. The contractor shall assign a Project Manager for the purpose of supervising and training contractor personnel and ensuring compliance with the provisions of the contract. The Project Manager will have the full authority to act on behalf of the contractor to handle problems as they arise. This individual, or an alternate, should be available for consultation during normal VA business hours (8:00 a.m. to 4:30 p.m. Monday through Friday, EST). The Clarksburg VAMC will provide a Contracting Officer's Technical Representative (COTR) for the purpose of monitoring and maintaining the technical aspects of the contract. The contractor will provide, at the contractor's location, Year 2003 compliant, digital dictation equipment systems accessible via toll-free telephone from anywhere within the continental United States. The contractor will be responsible for establishment, maintenance, and all costs associated with toll-free telephone lines. The dictation system must be capable of handling a minimum of eight (8) concurrent dictations from the Clarksburg VAMC. The contractor's dictation system must have redundant capabilities. Dedicated STAT lines will not be required if the contractor equipment allows for document to be designated as STAT by the dictator or facility. If not, the contractor shall dedicate and reserve one (1) telephone line for STAT dictation for Clarksburg VAMC. In lieu of a satellite terminal, contractor will provide status reports on all jobs twice daily; at 7:30 a.m. and at 2:30 p.m., via fax. Contractor-owned equipment shall have the ability to interface with the Veterans Information Systems Technology Architecture (VISTA). Some of the transcribed data may be batch uploaded into VISTA by the contractor. Batched data must be transmitted in ASCII format, with data elements separated by delimiters. The Clarksburg VAMC will specify the delimiters. For reports that cannot be batch uploaded into VISTA, the contractor will provide equipment to allow transmission via modem of completed documents. The minimal requirement will include the following:Hardware: Pentium Processor,128 M of RAM (minimum), 20 GB hard drive,Monitor, Ethernet Card - Intel 100B PCI NIC, Keyboard, mouse, 56K Fax/Modem, Laser or inkjet printer compatible with above. Software: Windows XP Workstation (Windows Vista is prohibited at this time). Word/Line count utility program used by vendor. McAfee Virus Scan or VA approved antivirus ISS proventia Desktop or VA approved Firewall VA approved Encryption (Guardian Edge, Point Sec, PGP RESCUE OE remote access client) Suggested Software to Transmit to VISTA: Microsoft Word/Windows - ASCII Format, Terminal Emulation and Communication Software (KEA) with VT-320 or greater emulation. Other software can be used but Clarksburg VAMC will not support it. The medical center will provide dedicated phone line for this transmission, with the actual cost of the transmissions to be covered by the contractor. The contractor will be responsible for maintenance and repair of contractor-owned equipment and expendable supplies; i.e., toner cartridges and/or inkjet cartridges. Clarksburg VAMC will provide paper and diskettes as required. If necessary, training will be provided to Clarksburg VAMC employees by the contractor or designee on any software provided by the contractor. Contractor must provide Anti-virus software, firewall, and encryption software. Servers utilized to store VA data must be encrypted as well as workstations connecting remotely to VA. All transcribed documents shall conform to facility-specific VA formats. Format changes may be required during the contract period. Transcribed documents shall contain patient name and full social security number, the type or title of document as dictated by the author/user, the dictation date and time, the author's name, the transcription date and time, and the initials of ID number of the transcriptionist. Turnaround time will be defined as the period of time from the end of dictation of the document to the time the work is received at the Clarksburg VAMC. In order for the medical center to meet their JCAHO requirements, specific document turnaround time is designated as follows: STAT dictation 4 hours; History and Physical, Operative report, Non-Operative reports, Interservice transfer summary Consultations, Compensation & Pension (C&P) reports, Discharge/Death Summary, and Progress Notes all 24 hours. Blank spaces will be designated as five (5) underscore marks "_____" for any inaudible dictation. Blank spaces shall not be left as a result of dictation that can be easily understood by VA personnel when reviewed. Original dictation may be reworded, if necessary, as long as the meaning or intent of the original dictation is not altered in any way, with the exception on administrative investigations. Never reword testimony. Contractor will be responsible for proofreading all work transcribed. Complete accuracy will be required and unacceptable work will be redone within four (4) hours after notification by VA personnel, at no additional charge to the Government. Verifiable data which includes patient identification, spelling of names, correct social security number, admission and discharge dates, and physician's names are to be checked for accuracy. Contractor is responsible for correct grammar, spelling, and medical terminology, including unfamiliar words, checking medical dictionaries and reference sources when needed for distinguishing between similar sounding medical terms. Contractor may make minor grammatical corrections as long as the intent or meaning of the sentence is not changed. Abbreviations shall not be used in the "diagnoses" and "procedure performed" sections of the discharge summary and procedure reports. Abbreviations within the text are to be limited to those commonly used in laboratory reporting and those found in Stedman's Abbreviations, Acronyms and Symbols, 1992. The Clarksburg VAMC staff may perform qualitative reviews, selecting random documents. The transcribed reports should remain available for listening review for 48 hours following completion and transmission of the document. If there are any problems as to the quality of the dictation, the contractor's Project Manager should contact the COTR for clarification. All documents require, at a minimum, a standard spell check. Transcribed dictation with an excess of errors per document or those not meeting VA specifications as to formatting will either be returned to the contractor for correction at no additional cost to the Government or will be corrected locally by VA staff, after the contractor has been notified of the errors, and an appropriate charge based on the number of items requiring correction will be deducted from that month's invoice. Unacceptable errors include but are not limited to: *Omitted information that is understandable or intelligible, Typographical errors, Missing or inaccurate information; formatting in other than VAMC-provided formats, Misspelled words, Transposed letters or numbers, Information located in the wrong category unless it cannot be determined where it belongs, Typing other than what is dictated, General punctuation if it changes the sentence context, Abbreviations in diagnosis and procedure areas of reports as designated in Section 4, Paragraph a3, Failure to edit report to be grammatically correct provided context is not allowed, Exception, Administrative Investigation testimony, Failure to comply with standard required information format on each document (format subject to change during terms of contract); i.e., date dictated, date transcribed, transcriptionist initials or ID, report type, attending physician, admission/discharge/procedure dates, or case number if applicable. *For omitted information, contractor shall communicate with VA personnel for clarification via telephone or electronic transmission. Consideration will be given to provide contractor view-only access to VISTA Detailed Inpatient Inquiry option for the purpose of clarifying and assigning the discharge summary to the appropriate discharge. The contractor shall notify the COTR of the status of pending dictation at 8:00 a.m. and at 3:00 p.m. (EDT), Monday through Friday. This report will include, but not be limited to, the patient ID, the report type, the name of author, and the time of dictation for each pending document. This reporting requirement may be altered in compliance with Section 2, Paragraph d. The contractor shall provide the status of particular dictated reports as requested by authorized users/COTR. These status requests will normally be accomplished telephonically. Delivery logs (summaries) shall be transmitted with each batch of transcribed/transmitted reports. Each delivery log will have a unique title and must contain at least the following: the name of the file as saved by the transcriptionist, the author's name, the date and time report was dictated, and the line count for each report. Any Electronic mail communication sent over an unprotected network and containing electronic protected health information must be PKI encrypted. PKI may be obtained from the VA Information Security Officer.Contractor will notify Clarksburg VAMC of all problems that are anticipated to keep equipment out of use for a period of time greater than one (1) hour, or when transmission times are delayed more than 30 minutes. Any planned downtime for maintenance of contractor-owned equipment will need to be communicated to medical center no less than three (3) days in advance. In case of contractor downtime that exceeds two (2) hours, contractor will provide alternate services consistent with the terms of this contract. If a cassette dictation system is the alternate service in the event of digital dictation equipment failure or downtime, the contractor will provide the cassette dictation system and cassettes. This system will need to be able to be accessed by the same toll-free number as the digital dictation system. The un-erased, dictated cassettes will be maintained and stored for a period of six (6) months from the date of transcription for revision of documents. The contractor shall not be held responsible for transcription delays due to equipment failure beyond the contractor's control; i.e., VISTA down-time. Dictation shall remain available for listening review for 48 hours from the time of the original dictation. Transcribed reports retrievable via the VISTA system shall be maintained by the contractor on archive disks for a period of six (6) months. Transcribed reports that cannot be retrieved via the VISTA system shall be maintained by the contractor on archive disks for a period of twelve (12) months. All backup tapes or disks containing VA data must be kept in a locked cabinet. If archived data is stored on a server, the server must be encrypted with VA approved encryption software. The contractor shall retain logs for twelve (12) months. If the contract is terminated for any reason, all archive disks and logs will become the property of the Government and will be returned to the Clarksburg VA Medical Center. The contractor shall utilize a computerized accounting system for billing based on total number of lines per document. Lines are automatically calculated by word processing programs or other method approved by the Contracting Officer Technical Representative. If contractor has provided a personal computer for use in sending completed reports, that personal computer will have the identical line-counting utility that is being used by the contractor to calculate lines transcribed so the line counts can be easily verified by the medical center staff. Contractor must have been in the medical transcription profession and must have had a physical location which houses the majority of operational processes for at least the past one (1) year. Offers will be considered only from firms who are, in the judgment of the Contracting Officer, well-established in the transcription business, are financially responsible and able to show evidence of resources, experience and qualifications necessary to render services under the contract. Third party Internet word processing services are not acceptable. Contractor must own digital dictation equipment customarily used for transcription of medical records and reports. Contractor shall be geographically located in the CONUS. Transcription services must be performed within the CONUS. The contractor understands and agrees, as a contracting agency for medical transcription work for the Department of Veterans Affairs, that the dictation from medical records of a patient and material transcribed are strictly confidential. The contractor shall not maintain, in any form, any sensitive or patient identifying data and shall comply with Public Law 93-579, Privacy Act of 1974 and the Privacy Act as it pertains to ETOH, HIV, Drug Abuse and Sickle Cell Anemia. The Contractor(s) shall be required to sign and abide by the VA National Rules of Behavior. The Contractor shall complete all Cyber Security and Privacy orientation required, including annual web based Cyber Security and Privacy Awareness Training. The Contractor will ensure the confidentiality of all patient information and will be held liable in the event of breach of confidentiality. The contractor, its employees and any approved subcontractor employees shall comply the provisions of the Federal Privacy Act of 1974 (Public Law 93-579) and the Health Insurance Portability and Accountability Act (HIPPA) Privacy Rule. Contractor(s) shall ensure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality. Any person, who knowingly or willingly discloses confidential information from the Clarksburg VAMC may be subject to fines of up to $20,000.00. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. To satisfy the requirements of the Department of Veterans Affairs, a minimum background investigation shall be conducted prior to performing work under this contract. The level of access and the individual's capability to perform work under this contract will be the determining factor in deciding if a higher investigative requirement is needed. The contractor(s) shall ensure that those requirements are fully satisfied within 30 days of initiation of such investigations. All costs associated with obtaining clearances for contractor provided personnel will be the responsibility of the contractor. The Contracting Officer will provide the necessary forms to the contractor after receiving a list of names and addresses. Upon receipt, the VA Contracting Officer will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigations. The VA facility will pay for investigations conducted by OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days. The Contracting Officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee or subcontractor from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. Contractor must provide evidence that all transcriptionists have a minimum of six (6) months of transcription experience before working on this account. The Contracting Officer reserves the right to reject any of the contractor's personnel and refuse them permission to perform work under the contract. The Contractor will work with Information Resources Management Service to facilitate a seamless upload of all transcribed reports to VISTA. The Contractor must have a disaster plan in place in the event of a power outage so that there is no or minimal interruption or delay in providing transcribed reports to the medical center. Subcontracting of any work in this contract will not be allowed without the express permission, in writing, of the Contracting Officer. Regulation documents applicable to this contract are listed below. These documents are mandatory! At the start of this contract the government shall provide one (1) copy of all mandatory regulations, manuals, and specifications to the contractor. The contractor shall update supplements and amendments upon receipt. The policies and procedures of mandatory directives shall be adhered to at all times. It is the contractor's responsibility to provide standard reference materials (English language dictionary, medical terminology dictionary, etc.) normally available to commercial businesses or the general public. Procedures Manual. The contractor's basic manual shall be available for review by the Pre-award Survey Team and approved prior to award of contract. This manual shall be a comprehensive description of contractor methods and standards and designed for contractor personnel for general reference purposes. It is to contain all procedures necessary to perform complete services required by the contract. The approved basic manual shall be adapted to the facility prior to start of contract performance, and updated as changes occur. This document shall be provided to the government prior to the start of work, and updates will be provided as they occur during the term of the contract. The contractor will insure that the date dictated, dictator's initials, date transcribed and transcriptionist's initials appear on each document. Abbreviations should not appear on the Discharge Summary in the space designated for final diagnosis, operations and non O.R. procedures. Abbreviations dictated by medical staff member should be translated into English text by transcriber (contractor). PERIOD OF PERFORMANCE: Base year shall begin performance NLT 1 October 2008 and continue through 30 September 2009. CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR): The COTR shall be responsible for: (1) Monitoring the Contractor's technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Determine once final production measures are met. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Cerifications Commercial Items are incorporated by reference. Additional Clauses are incorporated by reference: 52.212-4, 52.228-5, 852.203-70, 852.237-70, 852.271-70, 52.217-9, 52.217-8, 52.203-6, 52.219-27, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.222-50, 52.225-5, 52.225-13, 52.232-34, 52.222-41, 52.222-42, 52.222-44, 52.237-11 52.216-1, 52.233-2, 852.233-70, 852.233-71,. ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315)). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-pary contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, P.O. Box 149971, Austin, TX 78714-8971. Offers shall be submitted to the Louis A. Johnson Veterans Affairs Medical Center, Attn: Jennifer Robinson (304)623-3461x3152, Contracting Specialist, 1 Medical Center Drive, Clarksburg, WV 26301. The close date for this announcement has been changed from 3:00 PM EST on 6 September 2008 to 3:00 PM EST on 12 September 2008. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company name and address. Offers will also be accepted by email at Jennifer.Robinson2@va.gov.
- Web Link
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- Place of Performance
- Address: Louis A. Johnson VAMC;1 Medical Center Drive;Clarksburg, WV<br />
- Zip Code: 26301<br />
- Zip Code: 26301<br />
- Record
- SN01655556-W 20080831/080829221428-2da0f6644959452abe5bda11414c09a6 (fbodaily.com)
- Source
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