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COMMERCE BUSINESS DAILY ISSUE OF JUNE 28,1999 PSA#2376VA Medical Center (04-90C), 1201 N.W. 16th Street, Miami, FL 33125 R -- TRANSCRIPTION SERVICES SOL RFQ 546-8-99 DUE 070899 POC Jane H
Ferencz 305-324-3107 This is a combined synopsis/solicitation for
commercial items prepared in accordance with the format in 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.
This solicitation no. RFQ 546-8-99 is issued as a Request For
Quotations. Incorporated provisions and clauses are those in effect
through Federal Acquisition Circular 97-11. The Standard Industrial
Code (SIC) is 7389 and the small business size standard is $5 million.
Contract will be firm, fixed-price. Total set-aside for Small
Business. Requirement is to provide to the VA Medical Center, Miami,
Florida and the VA Outpatient Clinic, Oakland Park, Florida FOB
destination, all necessary equipment, supplies, parts, materials,
support equipment, labor and supervision required to perform all
transcription services as described in the schedule and statement of
work. Contract period is from August 1, 1999, or date of award
whichever is later, through September 30, 1999. The Government may
exercise its option to award additional one year contracts for four (4)
option years. The work required under these specifications consists of
providing medical transcription in English .Contractor must have the
capability to transcribe no less than an estimated 2 1/2 million lines
annually (includes lines from both VAMC, Miami and the Oakland Park VA
Outpatient Clinic). Contractor must have the demonstrated capability to
provide the following immediately at the beginning of the contract
term: (1) Dial-in digital dictation system which will allow hospital
staff to dial a phone number and access a group of central recorders,
or a single recorder capable of storing dictation in the quantity
required. System must provide for use of hand-held microphones with
bar-code reading capability for use within Radiology Service at both
VAMC, Miami and the Oakland Park Outpatient Clinic. The number of
hand-held microphones with bar-code reading capability to be furnished
by the Contractor will not exceed 25. System must be operational 24
hours a day, 7 days a week and allow both dictation and dial-in review
of previously dictated reports. Dictation must remain on the system
until such time as the report is transcribed and uploaded, i.e.,
re-recording of dictation on to cassette tapes which makes the
dictation unavailable for review will not be accomplished until
transcription and uploading has been accomplished. In the event of
downtime, Contractor must furnish identical use back-up system within
(4) hours of downtime. Contractor will provide training of VAMC, Miami
and Oakland Park VA Outpatient Clinic physicians in the use of the
dictation system provided (2) Capability to transmit processed reports
to remote printers, provided by the Contractor, installed at VAMC,
Miami and Oakland Park VA Outpatient Clinic. (3)Contractor shall have
the capability of providing a retrieval system which uses any or all of
the following data elements in searches:(i.) Type of report(ii)
Physician I.D.(iii) Patient I.D. (iv)Transcriptionist I.D. (v)Date of
dictation (vi)Job number (from dictation system). Contractor shall have
the capability to store transcribed reports for a period of not less
than 120 days, allowing the facility to retrieve and print a copy of
the report as needed. Contractor shall have the capability to provide
computer disks containing transcribed reports for use by VAMC, Miami
with subsequent return of all disks to the Contractor. Contractor shall
have the capability to upload transcribed reports from a remote system
into the VAMC's Veterans Information System Technology Assistance
(VISTA), AMIE and DHCP using appropriate formats as Provided by VAMC,
Miami. This will include, but not be limited to, operation reports,
discharge summaries, compensation and pension examination reports,
radiology reports, etc.. Contractor shall provide access for a minimum
of 25 physicians to dictate simultaneously and provide for increased
capacity, if needed. EQUIPMENT: Contractor shall provide State of the
art, year 2000 compliant, equipment necessary to meet the needs of a
toll free, dial-in digital dictation system. System must provide the
Government toll free access from anywhere and have edit and retrieve
capability. Contractor shall provide remote printing on premises of
VAMC, Miami. This shall consist of a minimum of two (2) laser printers
to be used for printing transcribed reports from a remote location.
One printer will be located in Radiology; the remaining printer will be
located in the Transcription Unit of the medical center. Laser printers
must have at least a 1,000 sheet paper capacity. Contractor will be
responsible for servicing and maintaining printers as well as any and
all other support equipment required including toner cartridges for
printers. VAMC, Miami and the Oakland Park VA Outpatient Clinic will
provide paper for all reports printed remotely at the respective
facilities. PICK UP AND DELIVERY OF WORK: a. Contractor shall provide
on-line dictating, recording, and transcription service on a seven (7)
days per week, twenty-four (24) hour per day basis. Contractor will
provide remote printing of transcribed material to VAMC, Miami and the
Oakland Park VA Outpatient Clinic during the hours of 8:00 a.m. and
4:30 p.m. Monday through Friday, excluding Federal Holidays. Contractor
shall provide access for a minimum of twenty five (25) physicians to
dictate simultaneously and provide for increased capacity, if needed.
(b)Uploading of transcribed reports may be accomplished at any hour of
the day, 365 days a year. If necessary, work will be picked up and
delivered to Medical Transcription Unit, VAMC, Miami, 1201 NW 16th
Street, Miami, Florida 33125, or at the Oakland Park VA Outpatient
Clinic, 5599 N Dixie Highway, Ft. Lauderdale, Florida 33334, between
8:00 a.m. and 4:30 p.m. Monday through Friday, excluding federal
holidays which are Martin Luther King's Birthday, President's,
Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day,
Veterans Day, Thanksgiving Day, Christmas Day, and New Year's Day (for
a total of ten (10) per calendar year. COMPLETION OF WORK: Work will
be completed and have a guaranteed turnaround time as follows (include
transcription and uploading when applicable): (1)Stat transcription
(any report) = 4 hours;(2) All other reports including, but not limited
to: a. Radiology reports =4 hours; b. Discharge summaries = 24 hours;
c. Compensation/Pension Exams = 4 hours; d. Operation reports = 4
hours; e. All other non-stat reports = 24 hours. NOTE: Turnaround time
for stat reports begins when Contractor is notified of the existence
of stat report by DVA (Department of Veterans Affairs) facility.
Turnaround time for all other reports begins at time of dictation.
Delays in meeting delivery times specified for any reasons (including
but not limited to equipment malfunctions, non-receipt of equipment or
materials required to perform service) require immediate notification
by the contractor to the COTR(s) or his/her designee or such delay and
advise of such action being taken by the contractor to resolve same.
Delays in meeting turn around time are not acceptable. More than three
delays per year may be considered grounds for termination of this
contract. Contractor shall, in the event of downtime of VISTA computer
services in excess of twelve hours, provide an alternate method of
completion and delivery of transcribed reports. Alternate provision
must include manual generation of reports, hard copies and/or computer
disks (as appropriate) and courier service delivery (at no additional
charge to the Government) within twenty-four (24) hours of downtime.
If manual generation of reports is required, completed reports and
cassettes will be returned daily, exclusive of Saturdays, Sundays, and
Federal holidays. b. Attachment of "internal referral slips" will be
accomplished per instructions provided by DVA. Slips and instructions
will be furnished by the DVA. The correct number of copies for each
report will be furnished by the Contractor at no additional cost to the
DVA (includes original and one copy at a minimum for reports which are
not uploaded). c. All work that has been transcribed will be certified
by the Contracting Officer's Technical Representative(s) (COTR(s)). The
COTR(s) will randomly check and verify line counts on a bi-weekly
basis. The Contractor will be responsible for providing the COTR(s)
with a means of verifying the # of lines being billed, i.e., a
character counting computer program or other similar method. A
difference of greater than plus or minus 2% of lines sampled and lines
billed will require a coordinated effort between the COTR and the
Contractor to resolve the difference in a fair and equitable manner
acceptable to the Contracting Officer.. Payment for work accomplished
and which is disputed under this section will not be made until the
difference is resolved to the Contracting Officer's satisfaction. d.
All transcription will be accomplished in twelve (12) font size, twelve
characters to an inch, approximately 70 printable characters (spaces,
tabs, indentations are not considered printable characters) per line.
For billing purposes, lines less than seven inches long will be added
together to equal seven inches long in the aggregate. Vertical spaces
(between lines, between paragraphs, or between text and footers and
headers) are not billable. e. Margins settings for each type of report
transcribed will be provided. The page size for all finished reports
shall be 8 "x11" on reports which are not uploaded into VISTA,
sufficient space will be left within the report for handwriting or
typing in any unintelligible words. On reports which are uploaded,
unintelligible words/missing words will be indicated by an underscored
blank space of not more than five (5) keystrokes. f. Spacing shall be
single line with double spacing for appropriate paragraphing. The
first page of the typed report will begin no more than 2 spaces beneath
the printed heading. g. Contractor will be responsible for arranging
material in a standard DVA prescribed format, inserting punctuation as
appropriate. h. Contractor will be responsible for proof reading all
work transcribed. Complete accuracy will be required and unacceptable
work will be redone within four (4) hours after notification by the DVA
at no additional charge to the Government. (1)Verifiable data which
includes patient identification, spelling of name, correct social
security number, admission and discharge dates, and physician's names
are to be checked for accuracy. Admission and discharge lists,
physicians name lists, lists of operations, etc. will be provided by
VAMC, Miami through VISTA or in printed form as necessary.(2)
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. (2)All material isto be transcribed in the tense dictated.
(3)Only abbreviations which appear in the VAMC, Miami list of Approved
Abbreviations will be used. Abbreviations will not be used in the
final diagnoses and operations/procedures for discharge summaries, even
if dictated by the physician. List of approved abbreviations will be
provided by VAMC, Miami.(a). Each transcribed report is to contain the
job number, date of dictation, date of transcription, and (b)an
identifier for the trantranscriptionist (i.e., name, number or
initials) in an established location within the report. (c)A daily log
sheet of all dictation will be maintained and furnished to the VAMC,
Miami. Log sheet will contain patient name, physician name, date of
dictation and type of report dictated. A daily transcription log sheet
of all transcriptions accomplished will be generated and provided to
the VAMC, Miami and to the Oakland Park Outpatient Clinic. The log
sheet will contain name of patient, type of report, number of lines,
and physician name andany other identifying numbers/data items
requested by VAMC, Miami. Log sheets for each individual type of report
transcribed will be identical in format and in information
provided.(d)Each report provided by Contractor which requires attention
for a specific problem, i.e., patient name, patient number, or any
other missing information, shall have a flag note printed on the log
sheet immediately following listing for the patient involved. The note
shall be provided by the Contractor at no additional cost to the
Government.(e)At the end of each week, a statement furnished by the
Contractor to VAMC, Miami, the VAMC Radiology Service, Miami and
Oakland Park VA Outpatient Clinic will detail the number of lines
transcribed (by report type) during the week. The following provisions
and clauses shall apply to this solicitation: FAR 52.212-1
Instructions To Offerors -- Commercial Items; FAR 52.212-2 Evaluation
of Commercial Items; FAR 52.212-3 Offeror Representations and
Certifications-Commercial Items; FAR 52.212-4 Contract Terms and
Conditions-Commercial Items; FAR 52.212-5 Contract Terms and Conditions
Required to Implement Statutes or Executive Orders-Commercial Items
apply to this request. Pursuant to 52.212-2 The Government intends to
make a single award to the responsible Small Business Offeror whose
offer is the most advantageous to the Government. Award will be based
equally on (1)Past Performance (Offeror should submit a list of firms
for whom they have provided service of the same type and magnitude as
this one. List should include dates of performance and dollar value as
well as names, telephone numbers, etc., of points of contact within
firms) (2)Activation plan: (Offeror should submit schedule of
activities to be accomplished and list of employees and their
qualifications available for immediate performance of this
contract).(3)Quality Control Plan: (Offeror should submit a written
plan showing how proposes to assure and maintain timely and accurate
service.)(4)Proposed Equipment: (Offeror should submitquantity,
manufacturer, model and year as well as date available of all equipment
along with the product literature which demonstrates ability to perform
required functions to be provided for use under this
contract)and(5)Price. The following clauses and or provisions are added
by addendum: 852.233-70 Protest content. (JAN 1998),852.233-71
Alternate Protest Procedure. (JAN 1998),52.232-19 Availability of Funds
for the Next Fiscal Year. (APR 1984), Estimated Quantities (JUL
1989),52.217-8 Option to Extend Services. (AUG 1989),52.217-9 Option to
Extend the Term of the Contract. (MAR 1989),52.233-2 Service of
Protest. (AUG 1996) A complete package required for submittal should be
obtained electronically or by mail at no charge upon request to the
Contracting Officer. Requests for packages or questions may be sent to
the contracting officer via mail to: Jane Ferencz(90C) at the VAMC
1201 NW 16th St., Miami, FL 33125; via E-mail at
Jane.Ferencz@med.va.gov; via FAX to 305/324-3280. Proposals shall
include all information required in 52.212-1 and a completed copy of
provision 52.212-3. Offers must be submitted to the attention of Jane
Ferencz(90C) at the VAMC 1201 NW 16th St., Miami, FL 33125. All offers
must be received not later than close of business (4:00 PM E.S.T.) on
7-8-99. Late offers will NOT be accepted. Discussion will be held only
if necessary. Numbered Note 1 applies to this action. Posted 06/24/99
(W-SN346774). (0175) Loren Data Corp. http://www.ld.com (SYN# 0077 19990628\R-0010.SOL)
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