99 -- MEDICAL RADIOLOGRAPHIC TRANSCRIPTION SERVICES

Notice Date

September 4, 2001

Contracting Office

VA Medical Center, Attn: Contracting Officer (90C), 1670 Clairmont Rd., Decatur, GA 30033

ZIP Code

30033

Solicitation Number

RFP 508-10-02

Response Due

October 15, 2002

Point of Contact

Rob Joshua, (404) 728-4825

Description

This is a combined synopsis/solicitation. Contractor to provide all labor, supervision, management, and transportation necessary to perform in-house medical radiographic transcription services of all reports dictated by VAMC-Atlanta Radiology service, 1670 Clairmont Rd, GA 30033 as described below. Interested parties will be evaluated on price, Technical capabilities, and past performances. Technical capabilities and past performances when combined are more important than price. This solicitation is set-aside for small businesses only. NAICS is 561439, Small business size standard is $5.0. Proposals due NLT 5 Oct 01 (11/5/01) by 2:00 pm (EST). This will be a firm fixed price contract with base year and four option years. SECTION B -- SUPPLIES OR SERVICES AND PRICE/COSTS Contractor will furnish all labor all labor, supervision management, and transportation necessary perform medical radiographic transcription services for the VAMC Atlanta Radiology services in accordance with all terms, conditions, provisions. Specification, and schedule included in this contract. The schedule of this contract will be for the period Base Period with option to extend for four Option Years per FAR clause 52.217-9 of this solicitation. BASE YEAR (11-1-2001 THRU 10-30-2002) FURNISH RADIOGRAPHIC TRANSCRIPTION SERVICES AS FOLLOWS: EST. UNIT EST. GENERAL DIAGNOSTIC RADIOLOGY QUANTITY UNIT COST TOTAL 1. TRANSCRIBE DIAGNOSTIC 66,000 EA $_________ $____________ RADIOLOGY REPORT (AVERAGE 16 LINES PER REPORT) RADIATION ONCOLOGY 2. CONSULTATION NOTES 550 EA $_________ $____________ (AVERAGE 3 PAGES IN LENGTH) 3. CONSULTS (RE-EVAL. NOTES) 180 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 4. TREATMENT SUMMARY 240 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 5. FOLLOW-UP NOTES 1060 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) NOTE: A page or report is on standard 81/2 X 11 paper with standard margins (See examples section J) TOTAL AGGREGATE COST (LINE ITEM 1-5) $_______________ OPTION YEAR I (11-1-2002 THRU 10-30-2003) FURNISH RADIOGRAPHIC TRANSCRIPTION SERVICES AS FOLLOWS: EST. UNIT EST. GENERAL DIAGNOSTIC RADIOLOGY QUANTITY UNIT COST TOTAL 1. TRANSCRIBE DIAGNOSTIC 66,000 EA $_________ $____________ RADIOLOGY REPORT (AVERAGE 16 LINES PER REPORT) RADIATION ONCOLOGY 2. CONSULTATION NOTES 550 EA $__________ $_____________ (AVERAGE 3 PAGES IN LENGTH) 3. CONSULTS (RE-EVAL. NOTES) 180 EA $__________ $_____________ (AVERAGE 2 PAGES IN LENGTH) 4. TREATMENT SUMMARY 240 EA $__________ $_____________ (AVERAGE 2 PAGES IN LENGTH) 5. FOLLOW-UP NOTES 1060 EA $__________ $_____________ (AVERAGE 2 PAGES IN LENGTH) TOTAL AGGREGATE COST (LINE ITEM 1-5) $_______________ OPTION YEAR II (11-1-2003 THRU 10-30-2004) FURNISH RADIOGRAPHIC TRANSCRIPTION SERVICES AS FOLLOWS: EST. UNIT EST. GENERAL DIAGNOSTIC RADIOLOGY QUANTITY UNIT COST TOTAL 1. TRANSCRIBE DIAGNOSTIC 66,000 EA $_________ $____________ RADIOLOGY REPORT (AVERAGE 16 LINES PER REPORT) RADIATION ONCOLOGY 2. CONSULTATION NOTES 550 EA $__________ $____________ (AVERAGE 3 PAGES IN LENGTH) 3. CONSULTS (RE-EVAL. NOTES) 180 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 4. TREATMENT SUMMARY 240 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 5. FOLLOW-UP NOTES 1060 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) TOTAL AGGREGATE COST (LINE ITEM 1-5) $_______________ OPTION YEAR III (11-1-2004 THRU 10-30-2005) FURNISH RADIOGRAPHIC TRANSCRIPTION SERVICES AS FOLLOWS: EST. UNIT EST. GENERAL DIAGNOSTIC RADIOLOGY QUANTITY UNIT COST TOTAL 1. TRANSCRIBE DIAGNOSTIC 66,000 EA $_________ $____________ RADIOLOGY REPORT (AVERAGE 16 LINES PER REPORT) RADIATION ONCOLOGY 2. CONSULTATION NOTES 550 EA $_________ $____________ (AVERAGE 3 PAGES IN LENGTH) 3. CONSULTS (RE-EVAL. NOTES) 180 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 4. TREATMENT SUMMARY 240 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) 5. FOLLOW-UP NOTES 1060 EA $__________ $____________ (AVERAGE 2 PAGES IN LENGTH) TOTAL AGGREGATE COST (LINE ITEM 1-5) $_______________ OPTION YEAR IV (11-1-2005 THRU 10-30-2006) FURNISH RADIOGRAPHIC TRANSCRIPTION SERVICES AS FOLLOWS: EST. UNIT EST. GENERAL DIAGNOSTIC RADIOLOGY QUANTITY UNIT COST TOTAL 1. TRANSCRIBE DIAGNOSTIC 66,000 EA $_________ $____________ RADIOLOGY REPORT (AVERAGE 16 LINES PER REPORT) RADIATION ONCOLOGY 2. CONSULTATION NOTES 550 EA $__________ $______________ (AVERAGE 3 PAGES IN LENGTH) 3. CONSULTS (RE-EVAL. NOTES) 180 EA $__________ $______________ (AVERAGE 2 PAGES IN LENGTH) 4. TREATMENT SUMMARY 240 EA $__________ $______________ (AVERAGE 2 PAGES IN LENGTH) 5. FOLLOW-UP NOTES 1060 EA $__________ $______________ (AVERAGE 2 PAGES IN LENGTH) TOTAL AGGREGATE COST (LINE ITEM 1-5) $_______________ SECTION C -- DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 1. GENERAL A. Contractor shall provide medical radiographic transcription for in-house (NO EXCEPTIONS) transcription of all reports by Radiology Service, VAMC Atlanta. Contractor will provide on site (NO EXCEPTION) transcription of dictated Radiation Oncology reports having a high incident of technical terminology requiring knowledge of specialized medical vocabulary peculiar to Radiology and Radiation Oncology. The type of material dictated consist of radiology reports, Radiation Oncology Consultation Notes, Radiation Oncology Treatment Summaries, and Radiation Oncology Follow-up Notes. Contractor personnel must be adapted to variations in accent, speech, tone, pronunciation, annunciation and voice differences. B. Contractor will designate an individual in his/her employment who will act as liaison with Radiology Service to resolve operation problems, serve as technical representative, and provide necessary guidance to ensure functional operations during the contract period. This individual must be available for consultation during VA business hours, 8:00am 4:30pm (EST), Monday through Friday, excluding federal holidays. C. All equipment required to perform transcription functions for Radiology Service will be provided by the VA Medical Center, Atlanta (attachment A ). Contractor must have the capability to perform work form both the Lanier VoiceWriter OS dictating system and standard cassette tape dictation. The capability to utilize personal computer and software (Microsoft Word) is required. Radiology Service will allow standard cassette tape dictation only when the Lanier dictating system is inoperable due to equipment failure or dictation access problems. Contractor will return all transcribed cassette tapes as completed on a daily basis in accordance with the specified turn-around time described in Section III. Radiology Service will attach to each cassette the date, dictators name, and title. II. QUALITY ASSURANCE PROVISION A. All transcription will be accomplished according to VA Radiology Service specified format and requirements. If any tapes prove to be significantly inaudible or if the transcriber is unfamiliar with the terminology, the contractor shall contact the Contracting Officer's Technical Representative (COTR) for direction. The tape will not be erased or other wise reused until information is obtained. B. The contractor shall retain reports on an appropriate medium for at least ninety (90) work days and shall retransmit, free of charge, all reports that have been returned due to errors in spelling, verbiage, grammar, and punctuation or that are of unsatisfactory quality. Unsatisfactory quality will be decided by the COTR (Section II, para G&H), disputes by the Contracting Officer. All documents which are returned to contractor will be corrected and submitted to Radiology Services within the turn around times as described in Section III. C. Due to the confidential nature of the medical reports, all transcriptions must be completed in areas that provide reasonable security, specifically set-up for completing this type of work. Contractor will be required to sign a Privacy Act Confidentiality Statement. All documents and final transcriptions are confidential and are protected under the Privacy Act of 1974. Any breach of confidentiality and/or unauthorized disclosure of information is subject to a penalty of $5,000-$10,000 for each offense. Any individual making unauthorized disclosure may be criminally liable for violations of the Act. Contractor shall not disclose any information to any other party other than authorized VA personnel. Each transcriber shall have their individual access code. The use of the same access code for multiple transcribers is prohibited. D. Contractor shall allow for unplanned visits by representatives of the Medical Center. E. Reports must be typed using Courier 12 font characters, unless the COTR agrees otherwise. F. Each document transcribed will identify: (a) date of dictation (g)examination modifiers) (b) date of transcription (h) report to include findings and impression (c) case number (i) resident and staff read by, as applicable (d) clinical history (j) data verified (e) patient bio data (k) identity batch number when using tape dictation (f) initials or ID number of transcriber G. Typed documents will be of high quality and accuracy. The contractor is responsible for all proof-reading. There will be no blanks in text as a result of dictation. Reports considered unacceptable will include: misspelling, inappropriate abbreviations, blanks (unless an acceptable explanation is received), missing or inaccurate information (such as patient or physician name), gross grammar, punctuation errors, formatting in other than VA Radiology Service formats or being placed under the wrong radiologist name. H. Radiology Service will review the contractor's transcription for accuracy. The accuracy of transcription shall be deemed acceptable if a representative review of report reflects an average of no more than two (2) errors per report that do not effect the meaning of the report. Documents containing more than two errors, whether or not they affect report meaning, will be rejected and the contractor will correct the reports within the time frames established in Section III at no additional cost to the Government. The percentage of allowable contractor-submitted documents which require return for corrective actions will not exceed one percent of the total number of reports completed in the month the work is submitted. Error margins in excess of one percent will result in a one percent reduction in payment to the contractor from the total month's invoice. I. For those reports where more than one procedure is combined into one report by the dictating physician, the transcriptionist must make the appropriate reference to case numbers so that the case number will not be left open as though not reported. Each case number must be verified individually and the appropriate reference made to the report. J. The patient's name, social security number, and the title of each type of dictation for Radiation Oncology (Consultation Note, Follow-up Note, or Complete Summary) shall be placed at the top of each page. III. MEDICAL TRANSCRIPTION SPECIFICATIONS: A. Turn-around time: 1. Work will be completed and have a guaranteed turn around time as follows: Radiography reports 24 hours Radiology Oncology Consultation Notes 48 hours Radiology Oncology Treatment Summary 48 hours Radiology Oncology Follow-up Notes 48 hours 2. This contract does not provide for STAT reports. 3. Turn-around time calculation for work dictated into the Lanier VoiceWriter OS dictation system begins at the date and time the report is dictated. Turn-around time calculation for work dictated onto standard cassette tapes begin at the date and time the contractor receives the cassette tape. Contractor will sign for all cassette tapes received. 4. Each medical report not returned within the guaranteed turn-around time will be assessed a one one-thousand (0.001) percent deduction from the monthly invoice amount; (e.g., one delinquent report would equate to a penalty of $13.00 on a total monthly invoice of $13,000.00 [13,000 x .001]). Maximum penalty applied for this deduction is ten (10) percent of the total monthly invoice. This deduction shall not apply if the Government causes the delay or if the delay is beyond the contractor's control as determined by the COTR. If the contractor is behind in transcription due to problems beyond his control contractor must comply with the timelines specifications of this contract within (2) days after the problem is corrected. Any problems the contractor encounters that inhibits his ability to meet the timelines of this contract must be documented and provided to the COTR within 24 hours of experiencing the problems. 5. Contractor shall submit monthly invoice no later that the 5th working day after the end of each month. Billing for work transcribed by cassette tapes will include the following information for each report: Radiologist/Radiation Oncology name, date received by contractor for transcription, and report type. The billing for transcription services shall be for the final report. All invoice submitted for payment must cite the contract number, total number of reports being billed, by type (i.e. Radiation Oncology and/or Diagnostic Radiology), amount due, and any other information as may be required in other clauses of this contract. I.1 52.252-1 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Partial listing of clauses given below. For complete list contact Contracting Officer. Also, the full text of a clause may be accessed electronically at http//www.arnet.gov/far 52.216-18 Ordering OCT 1995 52.217-8 Option to Extend Service NOV 1999 52.217-9 Option to Extend Term of the Contract MAR 2000 52.242-15 Stop Work Order AUG 1989

Record

Loren Data Corp. 20010906/99SOL011.HTM (W-247 SN50W773)