Loren Data Corp.

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COMMERCE BUSINESS DAILY ISSUE OF JUNE 28,1999 PSA#2376

VA 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)

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