SOLICITATION NOTICE
R -- Transcription Services- 2 Months
- Notice Date
- 4/2/2012
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 561410
— Document Preparation Services
- Contracting Office
- Department of the Air Force, Air Force Materiel Command, AAC/PKO (Eglin AFB), 308 W D Avenue, Bldg 260, Suite 130, Eglin AFB, Florida, 32542-5418, United States
- ZIP Code
- 32542-5418
- Solicitation Number
- F1T4AS207A001-TranscriptionServices
- Archive Date
- 4/29/2012
- Point of Contact
- Jenna N. McGinnis, Phone: 8508820338
- E-Mail Address
-
jenna.mcginnis@eglin.af.mil
(jenna.mcginnis@eglin.af.mil)
- Small Business Set-Aside
- N/A
- Award Number
- FA2823-12-P-6026
- Award Date
- 3/30/2012
- Description
- II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING PROCESSED This acquisition will be a new contract for the purchase of Medical Transcription Services. This will be a firm-fixed price contract for a period of two months starting 1 April 2012 through 31 May 2012. The cost for this two month contract will be $115,742.00. III. DESCRIPTION OF THE SUPPLIES/SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS Under the contemplated contract, America's Pride will provide Medical Transcription Services at the Eglin AFB Hospital. The contractor shall accurately transcribe common medical terminology. Transcribed reports shall be returned with no errors in spelling, grammar, or punctuation and with no missing words. Reports submitted containing errors shall be returned to the contractor for correction and not included in the line count. Corrected reports shall be delivered no later than the next scheduled duty day. The contractor shall provide medical transcription services for a wide range of medical specialties. The contractor will establish and maintain mechanisms/processes to receive/retrieve/store voice recordings of provider transcriptions. The contractor will insure that all transcriptions are stored and made available in an XML-Enabled format. The contractor will provide review, revision, and electronic signature capabilities from a browser-based application that provides HIPAA compliant access, security, and authentication. The contractor will insure that all transcriptions conform to 96 MDG common templates for transcriptions. Contractor on-site employees will periodically access and download completed transcriptions from contractor server. The contractor is currently transcribing in excess of 63,000 lines and 4500 Radiology reports each month; Total cost for this effort is estimated at $115,742.00. The period of performance of this effort will be from 1 April 2012 to 31 May 2012. Appropriations (Defense Health Program, Operations and Maintenance, Air Force) 0130 will fund this effort. IV. STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION 10USC2304(c) l as implemented by FAR 6.302-2, Unusual and Compelling Urgency V. DEMONSTRATION THAT THE CONTRACTOR'S UNIQUE QUALIFICATIONS OR NATURE OF THE ACQUISITION REQUIRES THE USE OF THE AUTHORITY CITED ABOVE (APPLICABILITY OF AUTHORITY) Unusual and compelling urgency 6.302-2: This acquisition requires highly specialized service, requiring knowledge, skills and experience already in place and only available from America's Pride and would cause unacceptable delays in fulfilling the agency's requirements. Medical Transcription Services at the Eglin AFB Hospital is needed to transcribe medical records. The contractor is currently transcribing in excess of 63,000 lines and 4500 Radiology reports each month. The transcription process is very complicated with meeting system technical needs, contract needs and the needs of the Providers. Recent DoD policy restrictions (November 2009) have dictated a change in firewall security measures. These changes have made it very difficult for the hospital to develop a technical solution and a corresponding Performance Work Statement (PWS) which prohibited the acquisition process from moving forward. The 96 Medical Group (MDG) Strengths, Weaknesses, Opportunities, Threats (SWOT) team has finalized a technical solution that they are confident will meet the needs of the 96 MDG system security, contract, and the 96 MDG Providers. The work required is a logical two month follow on to Contract #FA2823-05-C-0003. The Contractor would handle approximately 189,000 lines of transcription and 13,500 Radiology reports during this 3-month period. Interruption in services would cause serious harm to the Government since approximately 46,000 eligible beneficiaries and over 20 clinics would be affected. A lapse of Medical Transcription Services simply is not an option. Failure to have these services will result in unacceptable mission degradation. Performance in-house by either government civilian or military personnel is not available. Without this service patient care will be jeopardized. The providers will have to complete hand written progress notes, history and physicals, and operative notes. The electronic medical record would be compromised as there would be a lapse in data stored in this record. Utilizing the current contractor has been determined to be in the best interest of the Government. Other options have been considered but the contracting officer does not believe award to anyone other than the incumbent is possible, based on cost effectiveness and continuation of services. Therefore, this acquisition is for continued performance of a highly specialized service. The contractor's specialized capabilities and qualifications that are currently in place and continuing the services thus allowing continuation of the Government's needs. The contractor's personnel are already cleared, trained, and on-site. The equipment is owned and operated by the contractor and would cause undue delay for utilization and adaption of another contractor's equipment, as well as obtaining training and clearances for on-site personnel. AAC/PKO is currently in the process of procuring Transcription Services and an IT Platform. The projected timeline for award was before 1 April 2012. Due to unexpected changes to the Performance Work Statement, the solicitation was posted to FBO on 29 February 2012. The solicitation number is F1T4AS1251A001_MEDICAL_TRANSCRIPTION SERVICES. The government did not intend to receive multiple questions during the solicitation. Since the posting of the solicitation, two amendments have been done on the original solicitation. The most recent amendment was on 23 March 2012. The government intends to award the new contract no later than 1 June 2012. The 96 MDG believes that award to any other source would result in unacceptable delays in fulfilling the Air Force's requirements. It would take another contractor at least three to six months to fully incorporate their equipment and personnel into the new DoD restrictions for security requirements of communications equipment. This would cause transcription and radiology reports to be non-existing in medical records. The 96 MDG SWOT would have to work one-on-one with the new contractor to make them whole, causing a backload of transcription reports. The current contractor is capable of performing the effort due to their early involvement in DoD security requirements. The government was not able to provide the information in time concerning security certifications until just recently. Potential contractors would not have had the technical solution to accomplish the work. The beneficiaries would not have current and up-to-date medical information in their medical records which would cause adverse issues with medical care. Accordingly, America's Pride is the only firm capable of providing the supplies and services described in Section III above without the U.S. Air Force experiencing unacceptable delays in fulfilling its requirements. Services for transcription will continue allowing the beneficiaries to have access to up-to-date medical records.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/AFMC/96thContractingSquadronEglin/F1T4AS207A001-TranscriptionServices/listing.html)
- Place of Performance
- Address: Eglin AFB, Eglin AFB, Florida, 32542, United States
- Zip Code: 32542
- Zip Code: 32542
- Record
- SN02711523-W 20120404/120402234954-d97383e60813d5c072d5abca5cfbb7a1 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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