National Institutes of Health; Clinical Center Support, DSSC, OPM 6011 Executive Blvd., Suite 538, Rockville, MD 20892-7058

T -- PHOTOCOPYING MEDICAL RECORDS SOL RFP-CC-98-04 POC John Friedhoff, Contract Specialist, 301/594-5122. The National Institutes of Health, (NIH) Medical Record Department, is responsible for maintaining a permanent medical record for every Clinical Center patient. Services are needed for acknowledging requests for information for authorized outside requesters and to process and release photocopies of selected medical reports and/or the entire medical record from hard copy or microfilmed medical records. Services are also needed for the accurate filing of uniquely identified medical documents in the patient's corresponding unit medical record. During the photocopy process, contract staff shall incorporate any encountered loose material in the medical records according to established MRD Filing Guide procedures. A firm fixed price indefinite delivery type contract will be issued for a basic contract period of one (1) year with four (4) one-year option periods. All work shall be performed on site in the Medical Record Department on the NIH campus. Minimum five (5) years experience with releasing confidential medical information from patient medical records in accordance with the Privacy Act of 1974, and five (5) years experience photocopying patient medical records. The contractor shall also have experience in accounting practices for collecting and processing fees and reconciling third party payments against invoicing. The contractor shall provide adequate staffing to maintain the on-site production and delivery schedule established with the NIH Project Officer. The NIH will provide patient medical records, dividers, normal range tables, filing guides, envelopes, photocopy machines, microfilm reader/printer machines, xerographic paper to include special paper (8 1/2 x 11 inches), transparent tape, self-inking stamps, two hole punch, on-site production office and orientation and training. These patient medical records shall be available to the contractor each day by 4:00 p.m. (Monday through Friday) in the Medical Record Department. All records must be completed no later than 8:00 a.m. the following work day (Tuesday through Saturday). In order to ensure prompt delivery of medical records required for patient care response time shall be within 60 minutes of notification by the Project Officer(s) or designee. The contractor shall also provide adequate management supervision in order to assure that confidential medical information is released according to the regulations under the Privacy Act of 1974 and that the established production and delivery schedule is maintained. Contractors are encouraged to submit proposals to the contracting officer by the closing date (10/26/98. The photocopy quantity is estimated at approximately 300,000 pages per year and record preparation at 4,160 hours per year. The contractor shall be able to provide a performance bond totalling $100,000 within ten (10) days of contract award. All responsible sources may submit an offer which will be considered. Small and small disadvantage businesses are encouraged to respond. Posted 09/11/98 (I-SN248535). (0254)

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