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FBO DAILY ISSUE OF JULY 07, 2011 FBO #3512
DOCUMENT

R -- Transcription Services for WPB VAMC - Justification and Approval (J&A)

Notice Date

7/5/2011
 

Notice Type

Justification and Approval (J&A)
 

NAICS

561410 — Document Preparation Services
 

Contracting Office

Department of Veterans Affairs;West Palm Beach VA Medical Center;7305 North Military Trail;Palm Beach Gardens FL 33410-6400
 

ZIP Code

33410-6400
 

Solicitation Number

54811344110031
 

Archive Date

7/6/2011
 

Point of Contact

Lisame Acharia
 

E-Mail Address

2-7690<br
 

Small Business Set-Aside

N/A
 

Award Number

VA248-P-1783
 

Award Date

7/1/2011
 

Description

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER Justification and Approval For Other Than Full and Open Competition 1.Contracting Activity: Department of Veterans Affairs, VISN 8, West Palm Beach Medical Center Medical Administration Service requests sole source procurement for transcription services for medical documents and backup for imaging and pathology reports. Purchase request via 2237 #548-11-4-44110048. 2.Nature and/or Description of the Action Being Processed: This request is for a Sole Source Fixed price contract for Transcription services at the West Palm Beach VAMC. 3.Description of Supplies/Services Required to Meet the Agency's Needs: Transcription services to be provided for medical record documentation of patient care using VA-owned dictation system equipment. This sole source contract is required to continue service while a long term contract is competitively awarded. Currently, steps are being taken to implement a VISN-wide Transcription Contract for compliance with VHA Directive 2008-042 that mandates one contract per VISN for use by all associated facilities under their jurisdiction. However, this contract will not be effective prior to the expiration of the West Palm Beach VA Medical Center transcription contract, which expires June 30, 2011. Due to the time required to transition to a new vendor, train staff, install equipment and the lengthy procurement process, continuation of this contract is imperative to maintain the existing vendor to prevent delay in patient care. It is estimated to cost $60,000 per six (6) month period with an option to extend six (6) months beginning July 1, 2011. 4.Statutory Authority Permitting Other than Full and Open Competition: (X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; 5.Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Timely access to medical record documentation is critical to the clinical staff's ability to meet the VA's mission of providing quality patient care. Reliable medical transcription services are vital in the support of this endeavor. The VA's computer system (VistA) is complex and somewhat antiquated, which adversely impacts the transition process of a new vendor. In order to ensure a seamless transition with little impact on the care provided veterans, a longer period of time is required to establish standard operating procedures, train staff and vendor, test equipment and software compatibility, install equipment and background checks. Failure to extend the existing contract to provide timely medical record access may result in delay in diagnosis; adversely impact the patient's treatment plan and the provider's ability to make medical decisions, which could create emergent or critical care outcomes vs. routine care. It is expected that conducting the required background checks and training employees on a new system would take approximately 60-90 days. The current contract will expire on 6/30/11. The delay in the implementation of the VISN-wide Transcription Contract has placed us in a vulnerable position. To prevent interruption of service, it is essential to extend our existing contract. 6.Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A long-term contract is currently being processed for these services. 7.Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The contract will be awarded at lower prices than the current rates, which have previously been determined for fair and reasonableness. 8.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Sources were sought using GSA Advantage, one response received from one GSA contractor. Notice of Intent was posted on the Government Point of entry FBO.GOV, finding there are multiple interested parties. Interested parties are aware of the long-term contract that is currently being processed for these services. Interested parties are encouraged to compete in the long-term contract. 9.Any Other Facts Supporting the Use of Other than Full and Open Competition: N/A 10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A 11.A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: Award of the future VISN-wide Transcription Contract will be open for the normal competition and bids accepted from interested vendors. 12.Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/WPBVAMC/VAMCCO80220/54811344110031/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA248-P-1783 VA248-P-1783_2.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=215634&FileName=VA248-P-1783-001.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=215634&FileName=VA248-P-1783-001.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02489608-W 20110707/110705234429-f0f35ff1778b84301b69691c7a8abdc1 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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