Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 07, 2011 FBO #3543
DOCUMENT

R -- VHA File Room Reduction/Closure Services - Attachment

Notice Date

8/5/2011
 

Notice Type

Attachment
 

NAICS

561110 — Office Administrative Services
 

Contracting Office

Department of Veterans Affairs;VA Central Office;Cntr. for Acquisition Innovation (049A3);810 Vermont Avenue, NW;Washington DC 20420
 

ZIP Code

20420
 

Solicitation Number

VA10111RI0106
 

Response Due

8/24/2011
 

Archive Date

10/23/2011
 

Point of Contact

Priscilla A Lee
 

E-Mail Address

6-1388<br
 

Small Business Set-Aside

N/A
 

Description

Department of Veterans Affairs (VA) Veterans Health Administration (VHA) Office of Informatics and Analytics (OIA) File Room Reduction/Closure Services Request for Information VA-101-11-RI-0106 I. Introduction: This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs VA VHA. VHA is currently conducting market research to locate qualified, experienced, and interested potential sources. Responses will not be considered as proposals, nor will any award be incurred by interested parties in responding to this sources sought announcement. VHA is seeking interested sources (Contractors) for a near-future solicitation and procurement for File Room Reduction/Closure Services. II. Background: VHA has transitioned from a paper to an electronic health record environment. This has created the opportunity to reduce the overall footprint/square footage of the Health Information Management (HIM) department through the archiving of health records in the file rooms located at specific Veterans Affairs Medical Centers (VAMCs) across the nation. VHA is a healthcare system that provides care at approximately 139 medical centers nationwide for approximately nine (9) million patients. VA estimates that 22 of these facilities may utilize this contract vehicle within the next five (5) years. Each file room may vary in size from approximately 1,000 to 5,000 linear feet of records. VHA plans to reduce or eliminate these linear feet of records through scanning, indexing, storing, and/or retiring health records. VA intends to have this work done either at the contactor ™s facility or on-site at the VA facility using contractor equipment. Specific file room details and tasks will be provided with each task order placed against a blanket purchase agreement (BPA). III. Requirements: VHA seeks File Room Reduction/Closure Services in accordance with the attached applicable Federal guidelines. Tasks may include: 1.Preparing and scanning of paper documents; 2.Indexing the scanned electronic documents; and 3.Preparing health records for off-site storage and/or retirement including completion of appropriate forms. Preparing and scanning paper documents may include: 1.Identifying document type (e.g., administrative, procedure report, discharge summary, Non-VA care,) for scanning; 2.Verifying document readiness (e.g., completeness, authentication, legibility); 3.Scanning documents; and 4.Performing quality control. Indexing the scanned electronic documents may include: 1.Identifying the Veteran to match the scanned documents; 2.Identifying appropriate indexing fields (e.g., administrative, procedure report, discharge summary, Non-VA care, treating specialty,); and 3.Capturing and indexing scanned electronic documents into the Veteran ™s health record. Preparing health records for off-site storage and/or retirement may include: 1.Identifying appropriate records to be purged from the file room; 2.Staging records eligible for retirement and/or off-site storage; 3.Logging records to be retired and/or stored off-site; 4.Tracking records ™ location; and 5.Boxing and palletizing records. IV. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a single spaced, 12 point font minimum response. Interested parties shall furnish the following minimum information: 1.Company name and address; 2.Company point of contact name, telephone number, and email address; 3.Company business size and status (e.g., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business,), the number of years in business, affiliate information: parent company, joint venture partners, or potential teaming partners; 4.Any Federal Supply Schedule (FSS) Contracts held with the General Services Administration (GSA) Contract Number(s) and relevant Special Item Number(s); 5.Capabilities/Qualifications: A written response providing clear and unambiguous evidence to substantiate the capability and capacity to fulfill this requirement. Description of the capabilities/qualifications/skills your company possesses to perform services described above. 6.Strategies for performing the tasks on-site and/or off-site with the advantages and disadvantages of both. For off-site solutions, indicate how you plan to support the VA ™s standard remote access solution into the VA network. (For more information about Remote Access Protocol, please refer to the One-VA Technical Reference Model: http://www.va.gov/trm/TRMHomePage.asp.) 7.Past Experience: A brief summary of the company history relative to similar requirements. The vendor may provide the following information on a maximum of three (3) similar projects for which the responder was a prime or subcontractor. a.The name, address, and value of each project. b.The Prime Contract Type, Firm Fixed-Price (FFP), or Time and Material (T&M). c.The Contract ™s North American Industry Coding System (NAICS) code d.The name, telephone, and address of the owner of each project. e.A description of each project and why it is relevant to this requirement. Include difficulties and successes. f.Your company ™s role and services provided for each project. 8.An approach on how to handle large scale scanning and indexing of health records at multiple facilities across the nation. 9.Methodologies that ensure quality assurance is maintained throughout the process for completing this project. It is requested that the above information be provided no later than August 24, 2011 at 1:00 p.m. ET. Responses should be emailed to Priscilla Lee at Priscilla.lee@va.gov. All email correspondence for this project must reference the RFI Number, Project Identifier and Project Title in the subject line of the email. DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAOAS/VADC/VA10111RI0106/listing.html)
 

Document(s)

Attachment
 

File Name: VA-101-11-RI-0106 VA-101-11-RI-0106.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=228603&FileName=VA-101-11-RI-0106-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=228603&FileName=VA-101-11-RI-0106-000.doc

 

File Name: VA-101-11-RI-0106 FEDBIZOPPS.FILE ROOM RFI LIST OF APPLICABLE DOCUMENTS.PDF (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=228604&FileName=VA-101-11-RI-0106-001.PDF)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=228604&FileName=VA-101-11-RI-0106-001.PDF

 

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

Record

SN02524324-W 20110807/110805235559-8e3ade9d603db6d672f732650c6089cb (fbodaily.com)
 

Source

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

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