R617--Scanning Services for Portland VAMC

Jamison Professional Services, Inc. has been awarded a Firm-Fixed-Price contract valued at $294,000 to provide scanning and indexing services for clinical documentation at the Portland VA Medical Center, with a base year amount of $54,000. The contract focuses on the digitization of newly generated and backlogged paper records, including VACC documentation, with an estimated backlog of 250,000 pages to be scanned, imported, and accurately indexed into the Electronic Health Record system using VA-approved software and procedures. No automation or image enhancement tools outside VA applications are permitted. The work must be performed remotely or at the contractor’s site, with all personnel required to complete Tier 1 background investigations and mandatory training in HIPAA and information security through the VA’s TMS portal. The contractor must submit monthly invoices electronically in arrears, adhering to detailed requirements including taxpayer identification number, contract and line item details, and shipping documentation. Performance is strictly monitored against a 100% accuracy standard, allowing no more than four indexing errors per final QA month, with contractor supervisors reviewing at least 10% of processed records weekly and VA staff conducting additional surveillance. The contract includes options to extend service for up to six months beyond the initial one-year period, governed by provisions allowing extension notices within five days prior to expiration. As a Service-Disabled Veteran-Owned Small Business set-aside, the awardee must comply with VAAR and SBA regulations regarding subcontracting limitations, certification of compliance, and socioeconomic reporting. The contract incorporates critical clauses on whistleblower rights, system for award management maintenance, electronic payment submission, security prohibitions, and liquidated damages for data breaches with Alternate I applied. The contractor is also required to submit staffing and quality assurance plans, ensure full compliance with federal statutes including procurement integrity and kickback prohibitions, and maintain active SAM registration. Award was determined through an integrated assessment prioritizing experience and past performance over price, reflecting the government’s emphasis on technical merit.