MODIFICATION
Q -- Medical Transcription Services
- Notice Date
- 2/24/2003
- Notice Type
- Modification
- Contracting Office
- Department of the Air Force, Air Mobility Command, 43rd CONS, 1443 Reilly Rd Suite C, Pope AFB, NC, 28308-2896
- ZIP Code
- 28308-2896
- Solicitation Number
- Reference-Number-F73SGL233001
- Response Due
- 2/28/2003
- Archive Date
- 3/15/2003
- Point of Contact
- Karen Fisher, Contract Specialist, Phone 910-394-5688, Fax 910-394-6279, - Brooke Boyd, Contracting Officer, Phone 910-394-6232, Fax 910-394-6279,
- E-Mail Address
-
Karen.Fisher@pope.af.mil, brooke.boyd@pope.af.mil
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. (ii) The solicitation number is F73SGL233001 and the solicitation is issued as a request for quotation (RFQ). (iii) This solicitation document incorporates provisions and clauses in effect through Federal Acquisition Circular 2001-11. (iv) This solicitation is 100% set-aside for small business concerns. The associated NAICS code is 514210 and small business size standard is $6,000,000. (v) This requirement consists of one line item detailed in the attached Statement of Work (SOW). This requirement also contains two option years. (vi) This requirement is for Medical Transcription Services. The required services include providing medical transcription services to Government beneficiaries at the 43d Medical Group, Pope Air Force Base, North Carolina, in accordance with the "Medical Transcription Services" Statement of Work, dated 19 February 2003. (vii) The expected period of performance of any resulting contract will be 17 March 2003 to 30 September 2003. The two option years' performance period shall be 1 October 2003 to 30 September 2004 and 1 October 2004 to 30 September 2005, respectively. Government office space will be provided during the performance of any resulting contract. (viii) The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this solicitation. (ix) The provision at 52.212-2, Evaluation -- Commercial Items, applies to this solicitation. Paragraph (a) of FAR 52.212-2 is added to read: "Best value and the technical ability to meet all requirements outlined in the Statement of Work." The contractor certifies that it meets all requirements by submitting a quotation. The contractor shall provide references or documents to verify that their workers meet all requirements of the solicitation. This solicitation is issued under lowest price technically acceptable procedures. (x) The provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, applies to this solicitation. The contractor shall return a completed copy of this provision with its quotation. A copy of the provision may be attained from http://farsite.hill.af.mil. (xi) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. Paragraph (f) of FAR 52.212-4 is added to read: "An individual worker's sick day is not considered an excusable delay." Paragraph (i) of FAR 52.212-4 is added to read: "Payment will be made on a monthly basis". Paragraph (i) of FAR 52.212-4 is added to read: ?The government may, at its sole option, terminate this contract with a 14-calendar day written notice to the contractor. The government shall only be liable to the contractor for performance up to the termination date in the notice." (xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition. The following FAR clauses identified at paragraph b of FAR 52.212-5 is considered checked and is applicable to this acquisition: (11),(12), (13), (14), (15), (16), (21), and (24). The following FAR clauses identified at paragraph c of FAR 52.212-5 is considered checked and is applicable to this acquisition: (1) and (2). The Department of Labor Wage Determination Number 1994-2393, revision number 23 applies to this acquisition. The clause at 52.217-7 is applicable to this acquisition. FAR 52.217-7 is added to read: "30 calendar days". The clause at 52.217-9 is applicable to this acquisition. Paragraph (a) of FAR 52.217-9 is added to read: "30 calendar days" and "60 calendar days" respectively. Paragraph (c) of FAR 52.217-9 is added to read: "30 months, 14 days". (xiii) Not used. (xiv) The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition. (xv) Commerce Business Daily numbered note 1 applies to this acquisition. (xvi) The solicitation due date is 28 February 2003. (xvii) The assigned Contracting Specialist is Lt Karen Fisher. You may fax your quotes to Lt Fisher at 910-394-6279, and a technical proposal may be sent to 43rd CONS, 1443 Reilly Rd, Suite C, Pope AFB, NC 28308. If you have any questions, contact Karen.Fisher@pope.af.mil. MEDICAL TRANSCRIPTION SOW ATTACHED BELOW: (Electronic copies may also be requested by emailing Lt Fisher - email address above. I will reply to your request by attaching the same document posted below.) STATEMENT OF WORK FOR MEDICAL TRANSCRIPTION SERVICES SECTION C STATEMENT OF WORK FOR MEDICAL TRANSCRIPTION SERVICES (NONPERSONAL SERVICE) TABLE OF CONTENTS SECTION TITLE PAGE C-1 DESCRIPTION OF SERVICES 3 C-2 SERVICE DELIVERY SUMMARY 8 C-3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 10 C-4 GENERAL 11 APPENDIX 1 ESTIMATED PROCEDURES DATA 12 2 DEFINITIONS 13 OPR: 43 MDOS/SGO 19 February 2003 (DSN 424-1253) C-1 DESCRIPTION OF SERVICES 1. SCOPE OF WORK. The Contractor shall provide medical transcription services of outpatient medical services provided to Government beneficiaries by the 43d Medical Group, herein referred to as the 43 MDG or the MTF (Medical Treatment Facility). The Contractor shall provide services in Contractor-supplied facilities. Contractor services include furnishing all labor, reports, transcription of dictation, equipment, transportation and consultation, except as provided in Section C-3. Transcription will be provided for Family Practice and Flight Medicine clinics. Performance shall be according to the requirements contained in this Statement of Work (SOW). 1.1. The Contractor shall provide medical transcription services for 43d Medical Group (43 MDG), Pope AFB, NC. The Contractor shall provide services at the Contractor?s facility. 1.1.1. Contractor shall provide medical transcription services from voice-recorded dictation. The Contractor shall transcribe all dictation in Microsoft Word, Times New Roman 11 font for all chart notes and 12 font for letters (2.5? top margin, 1? left, right, and bottom). The 43 MDG will provide template/format for use with the chart notes and narrative summaries. The Contractor shall transcribe directly into an automated information system and return the finished product to 43 MDG using encrypted PGP software (available via Internet at http://www.pgpi.org/) electronic mail. 1.1.2. The Contractor shall accurately transcribe common medical terminology, anatomy, pharmacology, surgical procedures and /or lab values. The originator when required will clarify unusual terminology and rewrite slanted or poorly stated phrases to eliminate confusion, misleading terminology and inappropriate remarks. Transcribed reports shall be returned with no errors in spelling, grammar, or punctuation and with no missing words. Reports submitted containing errors will be returned to the Contractor for correction. Corrected reports shall be delivered no later than the next scheduled duty day. 1.2. The Contractor shall accomplish the work in the following order: 1.2.1. PRIORITY. Requests will be processed after all stat dictations are complete. The work will be completed within eight hours unless a longer time for completion is provided at the time the dictation is submitted. 1.2.2. ROUTINE. Routine requests shall be provided as soon as possible, but no later than 24 hours from the receipt of dictated material, not including federal holidays or weekends. For example, a dictation submitted at 1430 on Friday shall be available not later than 1430 on Monday. 1.3. The Contractor shall prepare the final work for distribution. Routine work may be batched or returned as individual jobs. Distribution of completed dictation will be via encrypted email (128 bit) or paper copy if transmission problems occur. 1.4. Contractor Furnished Production Log. The Contractor shall provide a monthly production log on the first of every month. The log shall include, but not be limited to: Type of dictation (e.g., narrative summary, or letter) patient name; patient FMP/SSAN; number of lines; name of dictator; appointment time and date. 1.6 . The Contractor shall provide all managerial, supervisory, and support personnel for medical transcription services to be performed in support of the MTF. 1.7. If a dial up system is used, it must accommodate remote recorder usage (call-in dictation) via one, standard 800 number or equivalent toll free call-in number for the 43 MDG. Unlimited, uninterrupted access to the Contractor?s dictation system shall be available 24 hours each day of the year. The following also apply: 1.7.1. The dictation system shall have the capability to review, edit, pause, fast forward and replay anytime prior to transcription. Instructions for ending and starting a dictation should be a component of the system. The transcribing services should recognize when dictation is not appropriately ended and separate prior to transmitting. 1.7.1.1. The dictation system shall have a reliable storage mechanism that archives all transcribed reports for a minimum period of one (1) year. A reliable security and control system should be a component of the document storage system. 1.7.1.2. The Contractor shall have established, reliable system downtime procedures, including remote recorder access that result in no workflow changes for the MTF and no loss of previously dictated or archived information. 1.8. DICTATION/MATERIALS TO BE TRANSCRIBED TRACKING. The Contractor shall maintain a record system that will ensure dictation/materials to be transcribed can be retrieved up to one year after the received dictation. The Government may require the Contractor to ensure a specific report was, in fact, received as dictation on a certain day, and that the dictation/material was transcribed, in specified form, on a specific day, for distribution. 1.9. The Contractor?s record shall contain as a minimum the following: date in, date out, title of the work, patient name and register number/social security account number (SSAN), originator?s name, priority designator (routine or priority). 1.10. CONTRACTOR FURNISHED TRAINING. The Contractor shall provide initial on-site dictation and procedural training. The Contractor shall provide all training necessary to perform dictation in this contract. The Contractor shall provide training to all Government QA Personnel assigned during this contract. Training will include materials to be provided to newly assigned physicians/providers. The Contractor shall provide additional training materials and updated training materials as needed. This training shall include all procedures on how to access the dictation system, dictation training and completing necessary forms. A training plan, to include a schedule of topics and a synopsis of the material to be presented on each topic, shall be submitted for review during the government?s evaluation of proposals made in response to this solicitation. 1.11. QUALITY OF SERVICE. The services specified in this Statement Of Work shall be performed in accordance with established principles and ethics of the medical profession and shall be consistent with the Joint Commission on Accreditation of Healthcare Organizations? standards and Health Insurance Portability and Accountability Act (HIPAA) guidelines. The Contractor shall comply with applicable provisions of law and the rules and regulations of any and all Governmental authorities and the regulations and standards of the MTF. The Contractor shall adhere to and comply with all Department of Defense (DoD) and Air Force (to include Air Mobility Command and 43 Medical Group) instructions, which may be in effect during the term of the contract. C-2 SERVICE DELIVERY SUMMARY PERFORMANCE OBJECTIVE SOW para. Performance Threshold Maintain record system, any missing dictation provided within specified time 1.4. Within 3 hours of request Transcription completed and distributed according to specified time frames 1.2. Priority: 8 hours Routine 24 hours Transcription properly formatted and error free 1.1.2 100% of complaints corrected Procedural training provided for users 1.10. Within 1 week of request 2. Government Quality Assurance: Contractor performance of listed requirements will be compared to the Performance Threshold using the Quality Assurance Surveillance Plan (QASP). 2.1. The Government may use a variety of surveillance methods to evaluate the Contractor?s performance. Only compatible methods will be used at any one time during an inspection period. The surveillance methods that may be used by the Government representative may include: periodic inspections, random sampling, customer complaint, 100% surveillance, trend analysis, and contractor metric or quality index. The following items will be documented as errors. 2.1.1. Errors. The Contractor at his expense will correct transcription errors immediately. The Contractor when requested by the QA personnel will correct typographical errors. The following are guidelines for typographical/transcription errors: 2.2.2. Spelling: An incorrect spelling of either an English word or medical terminology. If the misspelling changes the context of the sentence, it will be charged as a transcription error. Example: hypertension: low blood pressure Hypertension: high blood pressure 2.2.3. Letter omissions: An error of letter omission will be considered a typographical error unless it changes the context of the sentence. Otherwise, it will be charged as a transcription error. Example: Patient was under his car. Patient was under his care. 2.2.4. Letter addition: An error of letter addition will be considered a typographical error unless it changes the context of the sentence. Otherwise, it will be charged as a transcription error. Example: Singles Shingles 2.2.5. Letter Transposition: Any time a letter in a word is transposed, it will be charged as a typographical error. Example: Pateint Patient 2.2.6. Spacing: A typographical error will be charged when spacing is incorrect. Example: Her blood pressure was under control. Her blood pressure was under control. 2.2.7. Laboratory error: An error in Lab values will be charged as a transcription error as it could have an adverse effect on the patient?s care. Example: Blood pressure was 124/80 Blood pressure was 1214/80 2.2.8. Numerical error: A numerical error will be charged as a transcription error as it could have an adverse effect on the patient?s care. Example: The patient is gravida 2 para 9 ab 1 female. The patient is gravida 2 para 2 ab 1 female. C?3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 3.1. PUBLICATIONS AND FORMS. The Government will furnish all forms and publications required for the contract. This is not to include printing paper for printing form templates. The Contractor is required to comply with various instructions, directives and regulations covering routine administrative and privacy matters in the same manner as other members of the staff. Such compliance does not constitute a material expense to the contract. C?4 GENERAL 4.1. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Does not apply to this contract. 4.2. INDEPENDENT CONTRACTOR. The services rendered by the Contractor are rendered in the capacity of an independent Contractor. The Government will evaluate the quality of services for purposes of contract inspection and acceptance. The Contractor shall be solely responsible for any and all liability caused by the acts or omissions of its agents or employees. The Contractor shall not in any manner represent or infer that it is an instrumentality or agent of the United States Government. 4.3. MODIFICATIONS. The Functional Commander will appoint an individual to act as the Quality Assurance Personnel (QA). Letter from the Contracting Officer will specifically delegate the government representative appointed by the Functional Commander. The QA exclusively represents the Contracting Officer in all technical phases of the work, but is not authorized to issue Change Orders, Supplemental Agreements, or direct any contract performance requiring contractual modification or adjustment. Changes in the scope of work can only be made by modification when properly executed by the Contracting Officer. All observations made by persons other than the Contracting Officer or the QA are strictly advisory and shall not influence the Contractor's operations except for administrative requirements and responsibilities specified herein. 4.4. CONFIDENTIALITY OF INFORMATION. Unless otherwise specified, all financial, statistical, personal, medical, and/or technical data, which is furnished, produced or otherwise available to the Contractor during the performance of this contract, are considered confidential business information. The data shall not be used for purposes other than performance of work under this contract. The Contractor shall not release data without prior written consent of the Commander, via the QA and Contracting Officer. Any presentation of any statistical or analytical materials, or any reports based on information obtained from the studies covered by this contract, will be subject to review and approval by the Commander, via the QA and Contracting Officer, before publication or dissemination. 4.4.1. DISCLOSURES. Neither the Contractor nor Contractor employees shall make any disclosure regarding the contract or its employees or the 43 MDG, its patients, or staff members without prior approval of the Commander. 4.5. MEDIA INQUIRIES. All inquiries from the media shall be forwarded to the 43 AW Wing Public Affairs Officer. 4.6. CONFLICT OF INTEREST. The Contractor shall not hire any employee for performance under this contract whose employment would result in a conflict with Government Standards of Conduct. 4.7. PHYSICAL SECURITY. The Contractor shall safeguard Government data. 4.8. INSURANCE. The Contractor shall comply with applicable provisions of the Federal Acquisition Regulation (FAR) 52.237?7 4.10. QUALITY CONTROL PLAN. After contract award, and not later than commencement of services, the Contractor shall submit its Quality Control Plan to the Contracting Officer for acceptance. The Quality Control Program shall, at a minimum, include: 4.10.1. QUALITY OF TRANSCRIPTION. A plan to ensure completeness, accuracy, and timeliness in transcription of medical documentation from dictation. The plan shall include ways in which quality control measures are applied to the transcription. Measures include, but are not limited to: - creating a standard operating procedure (SOP), - using spellcheck, - proofreading the transcription to ensure no words are left out, misspelled, and the diagnosis matches the test results, and - logging the transcription in and out to ensure turn around times are met. 4.10.2. Upon receipt of the Contractor's Quality Control Plan, the Contracting Officer will review, comment, accept or reject based on input from the 43 MDG. If deficiencies in any portion or portions of the proposed Plan are noted, the Contractor shall have 10 days to correct the deficiencies and resubmit the Plan to the Contracting Officer. This review and correction process will continue until the entire proposed Plan is accepted in writing by the Contracting Officer. APPENDIX 1 ESTIMATED PROCEDURES DATA The following workload data represent the Government's best estimate of the volume of work shown for each item listed. This exhibit is not intended to cover all of the workload items, but lists the major categories of work. Actual workload could be less than the estimates. PROCEDURES ESTIMATED NUMBER OF ANNUAL LINES Routine Dictations 600,000 Non Routine Dictations 10,000 APPENDIX 2 DEFINITIONS 2.1. CONTRACTING OFFICER. The Contracting Officer is responsible for negotiating changes in terms, conditions, or amounts cited in this contract. 2.2. CONTRACTOR. That entity or its representative responsible for the delivery of the services or materials specified in this contract, as designated by contract award. 2.3. DICTATION SYSTEM. A multi-line telephone dictation and transcription system. 2.4. EMPLOYEE. For the purpose of this contract, employee means an individual either employed or subcontracted by the Contractor. 2.5. EQUIPMENT. A moveable object, such as a printer, which is used to perform a procedure(s) that results in a work product. 2.6. FEDERAL HOLIDAY(S). The following days are legally recognized holidays: New Year's Day (first day in January), Martin Luther King's Birthday (third Monday in January), President's Day (third Monday in February), Memorial Day (last Monday in May), Independence Day (fourth day of July), Labor Day (first Monday in September), Columbus Day (second Monday in October), Veteran's Day (eleventh day in November), Thanksgiving Day (fourth Thursday in November), and Christmas Day (twenty-fifth day in December). 2.7. LINE OF TRANSCRIPTION. A minimum of 65 characters per line including spaces and punctuation as well as corrections. 2.8. MAINTENANCE. The upkeep of equipment that is required to keep these items fully functional and/or to produce an acceptable level of performance or quality of operation. 2.9. MEDICAL TREATMENT FACILITY (MTF). Used in this contract to mean 43d Medical Group, Pope AFB, NC or MTF specifically identified in the task order. 2.10. PROTOCOLS. Written procedures providing basic guidelines for the management of specific types of situations related to medical patients, volunteers, and healthcare personnel. 2.11. QUALITY ASSURANCE PERSONNEL (QA). The Government employee responsible for assuring the Contractor's performance through audit, documentation, and liaison with the Contracting Officer. The QA personnel is appointed in writing by the Contracting Officer. The QA personnel has no authority to resolve disputes or obligate funds. 2.12. QUALITY IMPROVEMENT (MEDICAL). An ongoing program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, pursue opportunities to improve patient care, and resolve identified problems. 2.13. QUALITY CONTROL. Those actions taken by a Contractor to control the provision of services so that they meet the requirements of the Performance Work Statement. 2.14. TURN AROUND TIME. Elapsed time beginning with availability of the voice file or document to the Contractor for transcription and ending when the transcribed document is delivered to the originator.
- Place of Performance
- Address: 43d Med Grp, Bldg 302, 394 Maynard St, Pope AFB, NC
- Zip Code: 28308
- Country: United States
- Zip Code: 28308
- Record
- SN00264144-W 20030226/030224213409 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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