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COMMERCE BUSINESS DAILY ISSUE OF MARCH 13,2000 PSA#2555Department of Veterans Affairs, Chief, Acquisition & Materiel
Management Svc.(90C), Alvin C. York VA Medical Center, 3400 Lebanon
Road, Murfreesboro, TN 37129 R -- TRANSCRIPTION SERVICES SOL rfq 622-14-00 DUE 032900 POC Bill Dunn
(615) 867-6096: alternate poc Annette Gaessler (615) 867-6093 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
622-14-00 is issued as a Request For Quotations. Incorporated
provisions and clauses are those in effect through Federal Acquisition
Circular 97-15. 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 Outpatient Clinic, Chattanooga, TN 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 April1, 2000, or date of award whichever is later, through March
31, 2001. The Government may exercise its option to award additional
one year contracts for two (2) option years. It is estimated that the
annual volume will 400,000 lines. The work required under these
specifications consists of providing complete medical transcription
services to the Department of Veterans Affairs Outpatient Clinic,
Chattanooga, TN (VAOPC). Dictation will consist primarily of (but not
limited to) medical reports such as Physical Examination, Consultation
Report, Progress Note and Compensation and Pension Examination. The
contractor will provide, at the contractor's location, central digital
dictation system accessible via toll-free telephone from anywhere
within the continental United States. The dictation system must be
capable of handling a minimum of eight (8) concurrent dictations from
the VAOPC. The dictation equipment must: Be accessible to VAOPC authors
round-the-clock, seven days per week via a single telephone number.
Verbally acknowledge access and verbally prompt for Author ID, Report
Type and Patient ID.Be configured to log date and time of dictations as
well as to recognize and log Touch Tone codes for: (1) Author ID (5
digits) (2) Report Type Code (2 digits) (3) Patient ID (9 digits).
Automatically log date, time and total length of dictation. Have
rewind/fast forward, playback and editing of dictation capability. Have
"STAT" designation capability for any dictation. Have verbal completion
acknowledgment, have "Listen" capability available to designated
personnel. TRANSCRIPTION: GENERAL: All dictation will be transcribed as
per approved format. This includes the History & Physical Examination,
Intake Interview, Consultation Report, Progress Note and Compensation
and Pension Examination: (1) All transcription will be done in
English. Material dictated includes a high incidence of technical
terminology and requires a comprehensive knowledge of the specialized
vocabulary particular to a wide variety of medical subjects, including,
but not limited to, cardiology, dentistry, general medicine, general
surgery, neurology, psychiatry, radiology, endocrinology, pathology,
nuclear medicine and others. (2) Dictating is done by different
physicians, students and other personnel, many with foreign accents.
Transcription requires adaptation to variations in speech, tone, voice
volume, speed, delivery, pronunciation and enunciation (3)
Transcription will be performed by contractor's personnel on
contractor's word processor or similar equipment for transmission to
the VAOPC. Absolute security of patient/hospital information must be
accomplished. The Privacy Act is incorporated into the solicitation and
will be made part of any contract resulting therefrom. (4) Any
transcribed page containing typographical or spelling errors may, at
the option of the government, be returned to the contractor for
re-type. (5) The amount of work will be measured by line count, which
will be calculated at eighty (80) twelve (12) pitch characters per
line. Typed lines of less than eighty (80) characters per line may be
billed as a full line when use of a carriage return is required. The
number of lines should appear at the bottom of each report transcribed,
as well as in aggregate for printed batches. (6) All transcribed
reports will be returned to VAOPC via modem according to the following
scheme (The contractor will be provided with appropriate access): (a)
All transcribed Discharge Summaries will be uploaded into the
Discharge Summary reporting system. (b) All transcribed Progress Notes
will be uploaded into the Progress Note reporting system. (c) All
transcribed Compensation and Pension reports will be uploaded into the
Progress Note reporting system. (d) All other reports not specifically
uploaded into designated reporting packages, will be appropriately
formatted and uploaded for printing to a designated VISTA report
printer. NOTE: It is the contractor's responsibility to appropriately
format bottom, top, left and right margins, as well as all test
intended to be printed on the reports to be uploadedand it is the
contractor's responsibility to provide it. (7) In addition the
contractor is required to (a) Provide a dictation log covering midnight
to midnight of previous day's dictation (Friday through Sunday on
weekends) showing date, time, report type, author identification,
patient identification and length of dictation. This will be
transmitted to a designated VISTA report printer by 10:00 a.m. VAOPC
time each business day. (b) Provide a transcription log covering
midnight to midnight of all the previous day's transcription (Friday
through Sunday on weekends) showing patient name, social security
number, report type, dictation date, transcription date, author name
and dictation system reference number (Job Number). This report will be
transmitted to the designated report printer by 10:00 a.m. VAOPC time
each business day. This report will be in three (3) formats (1) In
alphabetical order by patient's last name. (2)In date/time order of
dictation. (3)In alphabetical order by author. (c) Archive all
transcribed reports for a minimum of six (6) months after transcription
and provide retransmitted copies within four (4) hours of request by VA
personnel. (d) Provide VA personnel with telephone access to the
contractor representative toll-free. DELIVERY AND TURNAROUND TIME: Stat
Reports will be transcribed and sent for printing to the designated
report printer within four (4) business hours (weekends and holidays
excluded). NOTE: The VA may designate a report not specifically
dictated stat as such after dictation. Routine Reports will be
transcribed and either uploaded or sent for printing to the designated
report printer within twenty-four (24) hours of dictation (weekends
and holidays excluded). APPLICABLE REGULATIONS, MANUALS,
SPECIFICATIONS: Regulations: 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 listed below 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. (1) JCAHO standards for medical records. (2) VA
Department of Medicine and Surgery medical records policies. (a) M-1,
Part I, Chapter 5, "Medical Records" (b) M-1, Part I, Chapter 9,
"Release of Medical Information" (c) M-1, Part II, Chapter 21, Appendix
A, "Privacy Act of 1974 (Public Law 93-579)". Procedures Manual: The
contractor's basic manual shall be available for review by the
Pre-award Survey Team and approved before award of contract.
MISCELLANEOUS: The contractor is responsible to check medical and
English dictionaries and other reliable reference sources as needed for
distinguishing between similar sounding medical, pharmaceutical,
surgical, radiological and laboratory terms. The contractor will insure
that the date dictated, dictator's initials, date transcribed and
transcriptionist's initials appear on each document. All unintelligible
words or phrases should be blank with notes attached identifying the
patient's name, type of report, page number and line number of the
blank. (Blanks will not be counted as errors). Any transcribed report
considered unacceptable by the VA will be returned to the contractor
for retyping at no charge. Abbreviations should not appear on the
Discharge Summary in the space designated for final diagnosis,
operations and non O.R. procedures. Abbreviations dictated by the
medical staff member should be translated into English text by
transcriber (contractor). 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) 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) Questions
may be sent to the contracting officer via mail to: Bill Dunn (90C) at
the Alvin C. York VAMC, 3400 Lebanon Pike, Murfreesboro, TN 37129, via
FAX to (615) 867-5764. 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 Bill Dunn (90C) at the Alvin C. York
VAMC, 3400 Lebanon Pike, Murfreesboro, TN 37129. All offers must be
received not later than close of business (4:00 PM C.S.T.) on 3-29-00.
Late offers will NOT be accepted. Discussion will be held only if
necessary. Posted 03/09/00 (W-SN432701). (0069) Loren Data Corp. http://www.ld.com (SYN# 0064 20000313\R-0005.SOL)
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