MEDICAL TRANSCRIPTION

RESPONSE DATE EXTENDED 1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a written solicitation will not be issued. 2. Solicitation number RFQ801 is issued as a request for quotation (RFQ). 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-25. 4. This is a 100% Small Business Set-Aside. If there is no offers received from a small business concern, this acquisition for small business set-aside may be dissolved and the acquisition open to all responsive bidders. NOTE: This acquisition will not be reposted to the Electronic Posting System if the acquisition is dissolved for 100% small business consideration. The NAICS code is 561410 and the size standard is $6.5 million. 5. This solicitation contains the following line item(s): Background The Contractor will perform medical transcription services to: Hopi Health Care Center The Hopi Health Care Center is located on the Hopi Reservation and serves approximately 7,000 people. The facility is a JCAHO accredited, Critical Access Hospital that provides innovative health care services. Ambulatory care offers primary and preventative medical services. The facility offers a 2-bed birthing unit, a 4-bed Medical/Surgical, adult/pediatric unit supported by a staff of 12 physicians and 3 physician extenders. General family medical care, surgical follow-up, pediatric and obstetric services are provided. Major trauma, acute surgical emergencies and high-risk obstetric patients are transported to several contracted health facilities Whiteriver Service Unit Whiteriver Indian Hospital is located about three miles north of Whiteriver, AZ and serves approximately 17,000 tribal members and other Native American communities around the area. This JCAHO-accredited hospital is a 45-bed facility staffed by 22 physicians, a podiatrist, five nurse practitioners, five dentists, two optometrists, and about 79 nursing staff members. The Hospital provides general medical, pediatrics, alcohol treatment, obstetric services and ambulatory surgery. Patients requiring inpatient surgical procedures and complex medical care are referred to Phoenix Indian Medical Center or contract-care hospitals. Scope of Work Transcription services shall be provided off-site at the Contractor's place of business 24 hours per day, 7 days a week, 365 days per year. Transcription services shall be provided through a digital voice dictation system allowing dictation from any touch-tone phone 24 hours a day/7days a week. The Contractor shall provide all dictation equipment accessible by toll-free telephone. The types of reports to be transcribed may include: STAT Reports; Discharge summaries; Transfer Summaries; Progress Notes; Clinical Notes; History and Physical Reports; Operative Reports; Radiology Reports; Pathology Reports; and other Medical Reports (i.e. medical consultations, referrals, psychiatric evaluation, letter and memorandums). Estimated annual lines as follows: Whiteriver Service Unit 227,727 lines Hopi Health Care Center 25,000 lines The dictation to be transcribed will be sent to the Contractor by electronic voice files (.WAV or .DSS). Contractor will fax or electronically submit reports to the facility submitting the dictation. Unless otherwise approved by the Contracting Officer, all medical transcription services and editing shall be performed in the United States. Workload is based on patient volume and will fluctuate based on type of patient care. Contractor shall have adequate personnel to support up-time/down-time workload fluctuations to ensure transcribed reports meet required turn-around times. The Contractor shall transmit properly formatted hard and soft copy documents that contain accurate information for each author in accordance with the required report turn-around times. Dictation requires a high incidence of technical medical terminology from a wide variety of medical specialties. Contractor shall submit error free reports. An adequate back up system to maintain dictation/transcription coverage in the event of primary system failure shall be put in place by the Contractor. The Contractor shall be responsible for establishment, maintenance and all costs associated with toll-free telephone lines. The Contractor shall ensure full compliance with HIPAA requirements at all times during the transportation process. Dictated STAT lines shall not be required if the contractor equipment allows for any document to be designated as STAT by the dictator. Otherwise an additional line to accommodate STAT dictations may be required. Turn-around-time is defined as a period of time from the end of dictation of the document to the time the work is uploaded. Specific document turnaround time is designated as follows: - Designated STAT dictations, emergency room notes and telephone consents shall be transcribed and transmitted within two (2) hours of dictation; - History & Physical Assessments shall be transcribed and transmitted within four (4) hours of dictation; - Dictations received over regular dictation lines shall be instantly retrievable as STAT priority; - All other medical reports and documents shall be transcribed and transmitted, printed or delivered within 24 hours. 6. Period of Performance: October 2008 through September 2009 (one year). Place of Performance: Various FOB: Destination. 7. The provision at FAR 52.212.1, Instructions to Offerors - Commercial applies to this acquisition. Multiple offerors and awards are hereby deleted from this solicitation. All quotes must be for all items, as stated, partial quotes will not be considered. Award will be made to a single vendor. All inquiries or questions pertaining to this solicitation must be submitted in writing by the concern party at least 2 business days prior to closing date. The offer will be 8 1/2 x 11. Written proposal should be limited to 2 pages - Non-Price Factors (Not to Exceed 1 page) Bid Schedule (Not to Exceed 1 page). 8. The provision at FAR 52.212-2, Evaluation of Commercial Items applies. Addendum to Paragraph (a), The Government will award a purchase order resulting from this RFQ to the most responsive, responsible offers whose offer represents the best value in terms of technical capability, price and past performance. Best value will be based upon a tradeoff between non-price and price factors. The non-price factors when combined are significantly more important than price consideration. Factors: (1) Non-Price: Technical capability (2) Price: Offers will be evaluated for completeness, reasonableness and competitiveness. An offer proposed price would be determined by multiplying the quantities identified in the pricing schedule by the proposed fixed unit price by contractor line item number to confirm the extended amount. The Government reserves the right to enter into and agreement with other than lowest offeror. The government intends to enter into an agreement without discussions, nevertheless, the government may communicate with an offeror in order to clarify or verify information submitted in its offer. 9. Offerors must submit a completed copy of the provision at FAR 52.212-3, Offeror Representation and Certifications Commercial, with its offer. FAR 52.212-3 can be downloaded from the internet: http://farsite.hill.af.mil/. Offerors that fail to furnish the required representation information, or reject the terms and conditions of the solicitation, may be excluded from consideration. 10. All FAR Clauses and provisions incorporated by reference may be viewed in full text via the Internet at http://farsite.hill.af.mil/ or http://www.arnet.gov/far/ . The following FAR clauses are applicable: FAR 52.212.4, Contract Terms and Conditions Commercial Items, with addendum; 52.212-3, Offeror Representations and Certifications -- Commercial Items, FAR 52.212-5. 11. The provision at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders Commercial Items (Jun 2003), applies to this acquisition. The following FAR clauses under paragraph (b) are applicable: 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Sept 2002); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26 - Equal Opportunity (Apr 2002); 52.222-35 - Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 52.222-36 - Affirmative Action for Workers With Disabilities (Jun 1998); 52.222-37 - Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 52.225-13 -Restrictions on Certain Foreign Purchases (Jun 2003); and 52.232-33 - Payment by Electronic Funds Transfer--Central Contractor (May 1999). NOTE: CCR can be obtained by accessing the Internet, http://www.ccr.gov. The CCR number must be obtained before award can be made. 12. If interested, e-mail, fax or mail your offer to the POC stated herein. Your offer must include the following: (a) written proposal - limited to 1 page; (b) bid schedule, (c) completed Representations and Certifications - FAR 52.212-3. 13. Quotations must be received no later than 3:00pm MST, October 9, 2008. The Government prefers that all offers are e-mailed to the point-of-contact below with solicitation number RFQ801 and contractors name listed in the subject block. Facsimile proposals will be accepted at 602-364-5030. Mail offers/proposals should be mailed to: Two Renaissance Way, 40 N. Central Avenue, Ste. 507, Phoenx, AZ 85004 ATTN: Jonelle Clytus. 14. The Government Primary point-of-contact is Jonelle Clytus at 602-364-5020 or Jonelle.clytus@ihs.gov.