Department of Veteran Affairs, VA Medical Center (593), 1700 Vegas Drive, Las Vegas, NV 89106

R -- MEDICAL/LEGAL TRANSCRIPTION SERVICES SOL 593-P32-98 DUE 060598 POC David R. Goodman FAX: (702) 636-4081- E-Mail: dave.goodman@med.va.gov E-MAIL: click here to contact the Contracting Officer via e-mail, dave.goodman@med.va.gov. This Solicitation document and incorporated provisions and clauses are those in effect through FAC 97-04 (#62) and VAAR FR -- 4/9/98 (#17). SIC Code 7338 applies. Size Standard is $5 million. This Solicitation is set-aside 100% for Small Business. Solicitation package requests shall be accepted by e-mail (dave.goodman@med.va.gov) or facsimile: (702) 636-4081only. The Las Vegas Department of Veterans Affairs (VA) Medical Center (VAMC) requires Medical/Legal Transcription Services to be provided on a Fixed-Price Requirements Contract. Medical/Legal Transcription Services are required seven (7) days a week, 24 hours a day. The contract period shall be July 1, 1998, through June 30, 1999, with Four (4) Option Years. Offers shall be considered only from offerors who are regularly established in the business called for and who in the judgement of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. Transcription Services shall be based on a 12 Pitch typing line at 80 characters per line.Typed lines of less than 80 characters per line may be billed as a full line when use of carriage return is required. A character is defined as a key stroke, to include space between words. Headers and Footers are not included in the line length. Contractors may include up to an 80 character line at the end of each report in VA Veterans Health Information Systems and Technology Architecture (VISTA) for initials, Contractor's identification, or verification purposes. GENERAL REQUIREMENTS: (a) The Contractor shall provide all management, supervision, manpower, materials, supplies and equipment (except as otherwise may be listed), and shall plan, schedule, coordinate, and assure effective, timely performance of all services described herein. The Contractor shall be required to provide transcription service for the following VA locations: Addleliar D. Guy III Ambulatory Mike O'Callaghan Federal Care Center (ACC) Hospital (MOFH) 1700 Vegas Dr. 4700 N. Las Vegas Blvd. Las Vegas, NV 89106 Las Vegas, NV 89191 (b) The Contractor shall provide the Rapid Telephone Access System (RTAS), or a system similar to RTAS that provides the ability of multiple users to immediately listen to dictated reports from remote areas. The system must interface directly with the VA Veterans Health Information Systems and Technology Architecture (VISTA) via telecommunications link (see requirements below). The system must allow for comprehensive management reports, such as total lines dictated by day, reports dictated by individual provider, reports for a specific timeframe and the ability to retrieve an individual report from past transcriptions. (1) VISTA Connection Requirements: (A) Operating System: Windows 95 or Windows NT 4.0 Workstation. (B) Communications Software: Persoft-SmartTerm Essential for Windows 95 or Windows NT. (C) Hardware: Modem -- 1.44 minimum for transmission of Baud Rate 9600 or greater. (D) Remote Access Capability: VAMC shall provide three (3) dedicated modem numbers into VISTA for Transcription Services. (c) Transcription Services shall be provided by contract personnel that are trained and experienced in medical and legal transcriptions performed by the Federal Government. Dictation may be provided to the Contractor telephonically, on various sized cassette tapes as provided by the Contractor (only if system is down), or by computerized dictation methods. The Contractor must have the capability to receive and process this variety of types of dictated reports. The VAMC shall provide VA Forms, if needed, for emergency use (as verified by the Contracting Officer (CO) or the Contracting Officer's Technical Representative (COTR)) but transcription to the VAMC shall be accomplished by computer link under normal procedures. (d) The Contractor shall provide all personnel, supervision, reference materials, space, and equipment to perform Medical/Legal Transcription Services as stated herein, at the Contractor's place of business, outside the premises of VAMC facilities. (e) All dictation shall be transcribed and uploaded into VISTA in accordance with the following time frames: (1) STAT -- 24 hours, or less, for reports/dictation as listed below, and all other dictation marked as STAT: (A) Compensation and Pension (C&P) Examination Reports. (B) Discharge Summaries and Nursing Home Summaries. (C) History and Physical (H&P) Exams. (D) Operative Reports. (E) Transfer Summaries (completed within 4 hours of dictation). (F) Radiology. (G) Nuclear Medicine. (2) ROUTINE -- 48 hours or less for reports/dictation as listed below: (A) Medical Procedures. (B) EEG/EMG Reports. (C) Progress Notes. (D) Miscellaneous Narrative Reports. (E) Legal Reports. (F) Reports of VA Investigations. (3) EMERGENCY -- Within one (1) hour for reports/dictation as listed below: (A) Pre-operative emergency surgery reports (i.e., H&Ps and Radiology). (B) Radiology reports for emergency patient transfers when original films are sent with patient. (C) Radiology reports for emergency patients in Urgent Care. (D) Patients with positive cardiac stress test. f) The Contractor shall provide for VA supervisory monitoring of dictated/transcribed reports and the status of each report by electronic computer method. (g) The Contractor shall perform all transcription services to include electronic transmission of transcription to the VAMC on a daily basis, seven (7) days a week, 24 hours a day. (h) The Contractor shall electronically transmit all required reports into VISTA via telecommunication lines. C&P reports shall also be transmitted into VISTA for upload into the VA Automated Medical Information Exchange System (AMIE). Telecommunications charges shall be at the Contractor's expense. The protocol required for transmission of files to VISTA is KERMIT. One (1) modem is required for VISTA telecommunication line transmission. The baud rate used for the modem is 9600. Reports shall be transmitted in ASCII text format. The method of uploading transcribed data into VISTA is interactive rather than batch method. (i) Specific formats provided by the VAMC shall be followed. Files sent to VISTA by the Contractor shall be forwarded with field names and delimiters, then merged at the VISTA to fit the appropriate form. (j) The Contractor shall be provided a list of VAMC staff authorized to dictated. (k) The Contractor shall develop and maintain a method of accounting for all dictated and transcribed documents. (l) Reports must be of the highest quality. The Contractor is required to transcribe complex reports by health care providers with a variety of accents and dialects. The Contractor shall maintain a procedure that provides for screening and/or proofreading for accuracy of all reports prior to transmittal to the VAMC. See Notes: 1and 13. REQUESTS FOR INFORMATION MUST BE SUBMITTED NO LATER THAN 5-29-98 VIA E-MAIL OR FAX. TELEPHONE REQUESTS FOR SOLICITATION PACKAGE OR INFORMATION REQUESTS SHALL NOTBE HONORED. (0131)

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