FBODaily.com | FedBizOpps: MOD | 70 | Transcription Services and Equipment Rental

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 20, 2014 FBO #4683
MODIFICATION

70 -- Transcription Services and Equipment Rental

Notice Date: 9/18/2014
Notice Type: Modification/Amendment
NAICS: 561410 — Document Preparation Services
Contracting Office: Southern Regional Contracting Ofc, ATTN: MCAA GP L31 9V, 3851 Roger Brooke Drive, Fort Sam Houston, TX 78234-6200
ZIP Code: 78234-6200
Solicitation Number: W81K0014R0173
Response Due: 9/24/2014
Archive Date: 11/17/2014
Point of Contact: Valerie DeVeaux, (706) 787-8438
E-Mail Address: Southern Regional Contracting Ofc
(valerie.j.deveaux.civ@mail.mil)
Small Business Set-Aside: N/A
Description: The purpose of this amendment is to extend the closing date to 12:00 PM EST 24 September 2014 and to provide responses to solicitation questions: 1. Is the contract for a upgrade of your current system, or a complete revamp with new alternative applications? Upgrade of current system. 2. In terms of capacity, what are the approximate number of doctors that will be using the systems, and what are the approximate average dictations in a day? There will be approximate 32 doctors using the systems with about 5 doctors a day and the approximate average of 10 dictations per day. 3. 5.2 notes that quote mark The contractor must have Composite Health Care System (CHCS) software interface authority quote mark. Could you please explain what this is and what needs to be presented with the proposal for this? CHCS is used to pull patients demographic over to the contract software, Word Client. 4. For transcription, how are units measured? If lines, what method is used? Lines-(VBC) Virtual Black Character 5. What is the estimated transcription volume in a year? 198,000 line a year 6. Regarding solicitation W81K0014R0173, Transcription Services and Equipment Rental, on 1.2 Background Information, it reads quote mark All work is to be performed at Martin Army Community Hospital. quote mark Does that mean that all of the transcription work (and employees) must be completed on-site at the hospital? All transcription service will be conducted off site. 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; proposals are being requested and a written solicitation will not be issued. Solicitation W81K00-14-R-0173 for purchase request GFEBS 0010530173 is issued as a Request for Proposal (RFP). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-76. The associated North American Industrial Classification System (NAICS) code for this procurement is 561410 Size standard is $14M. This RFP is being issued as Firm Fixed Price, UNRESTRICTED. All responsible sources may submit a quotation which shall be considered by the agency. The purpose of this solicitation is to establish maintenance, support and upgrade of Dictaphone system hardware, software and service of medical transcription system currently in place at Martin Army Community Hospital, Fort Benning, GA. Period of Performance: I October 2014 through 30 September 2019. Quotes are due by 22 September 2014 at 12:00 pm EST. Questions must be submitted via email not later than 15 September 2014 (no questions will be entertained after this date). Quotes and questions shall be submitted via email to Valerie.J.DeVeaux.civ@mail.mil and Carolyn.F.Lovett.civ@mail.mil. CLIN 0001 Transcription Services and Equip Rental Maintenance, support and upgrade of Dictaphone System hardware, software, and service to provide service to existing servers currently in place for Martin Army Community Hospital, Fort Benning, GA. Base Period of Performance: 1 October 2014 - 30 September 2015 CLIN 0001AA Transcription Services: Word Client, Extext Explorer, Voice Explorer, and Job Lister. QTY: 181,820 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ CLIN 0001AB Equipment Rental: Equipment Rental of a modem QTY: 12 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ Total Base Period: _____________________ Item No. 1001 Transcription Services and Equip Rental Maintenance, support and upgrade of Dictaphone System hardware, software, and service to provide service to existing servers currently in place for Martin Army Community Hospital, Fort Benning, GA. Option Year 1 Period of Performance: 1 October 2015 - 30 September 2016 CLIN 1001AA Transcription Services: Word Client, Extext Explorer, Voice Explorer, and Job Lister. QTY: 181,820 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ CLIN 1001AB Equipment Rental: Equipment Rental of a modem QTY: 12 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ Total Option Year 1: _____________________ Item No. 2001 Transcription Services and Equip Rental Maintenance, support and upgrade of Dictaphone System hardware, software, and service to provide service to existing servers currently in place for Martin Army Community Hospital, Fort Benning, GA. Option Year 2 Period of Performance: 1 October 2016 - 30 September 2017 CLIN 2001AA Transcription Services: Word Client, Extext Explorer, Voice Explorer, and Job Lister. QTY: 181,820 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ CLIN 2001AB Equipment Rental: Equipment Rental of a modem QTY: 12 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ Total Option Year 2: _____________________ Item No. 3001 Transcription Services and Equip Rental Maintenance, support and upgrade of Dictaphone System hardware, software, and service to provide service to existing servers currently in place for Martin Army Community Hospital, Fort Benning, GA. Option Year 3 Period of Performance: 1 October 2017 - 30 September 2018 CLIN 3001AA Transcription Services: Word Client, Extext Explorer, Voice Explorer, and Job Lister. QTY: 181,820 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ CLIN 3001AB Equipment Rental: Equipment Rental of a modem QTY: 12 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ Total Option Year 3: _____________________ Item No. Item No. 4001 Transcription Services and Equip Rental Maintenance, support and upgrade of Dictaphone System hardware, software, and service to provide service to existing servers currently in place for Martin Army Community Hospital, Fort Benning, GA. Option Year 4 Period of Performance: 1 October 2018 - 30 September 2019 CLIN 4001AA Transcription Services: Word Client, Extext Explorer, Voice Explorer, and Job Lister. QTY: 181,820 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ CLIN 4001AB Equipment Rental: Equipment Rental of a modem QTY: 12 EACH; UNIT PRICE: $___________ TOTAL AMOUNT: $____________ Total Option Year 4: _____________________ Place of Performance: Martin Army Community Hospital Bldg 9222 Bass Road Fort Benning, GA 31905-6006 UNITED STATES The full text of a FAR provision or clause may be accessed electronically at www.farsite.hill.af.mil. The following provision at 52.212-1, Instructions to Offeror - Commercial Items (FEB 2012). Addendum to 52.212-1: (m) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and MEDCOM provisions included herein are incorporated into this solicitation. See provision 52.252-1 for locations where full text can be obtained. 52.212-2, Evaluation - Commercial Items (JAN 1999). ADDENDUM TO 52.212-2 (a) is hereby replaced with the following: 1. Evaluation Process. a. The Government will award a contract resulting from this solicitation to the responsible contractor whose quote, conforming to the solicitation, is Lowest Priced, Technically Acceptable (LPTA). Award will be on an all or none basis. The following factors will be used to evaluate quotes: Technical acceptability and price. 1. Technical acceptability: Explain how your company will meet the terms of the solicitation for the items as specified in the solicitation. Prospective contractors shall demonstrate that the items offered complies with the technical requirements described by submission of product literature, and written capability statement with their offer. This written capability statement must be submitted with offer and not exceed 10 pages. 2. Price. The offeror shall submit pricing for all CLINs identified in the combined synopsis/ solicitation, unless otherwise noted. Pricing will be evaluated to the extent to which it is fair and reasonable in term of the Government's equipment. 3. Evaluation Process: All quotes will be evaluated on overall technical acceptability. The award decision will be based on the lowest priced technically acceptable quote as determined by the end user. Except for communications conducted for the purpose of minor clarification, the Government intends to evaluate proposals and award a contract without discussions. Potential contractors must be registered in the System Award management (SAM) to be eligible for award. The SAM internet web site is http://www.sam.gov. IAW 52.212-3 Offeror Representations and Certifications- Commercial Items. Offeror must complete annual representations and certifications on-line at http://orca.bpn.gov. Offers are due by 22 September, 2014, 12:00 PM, Eastern Standard Time. Submit offers via email to Valerie.J.DeVeaux.civ@mail.mil, facsimile (706) 787-5681 or mail. Contracting Office Address: Southern Region Contracting Office (SRCO) 39706 40th Street Fort Gordon, GA 30905 Point of Contact: Valerie DeVeaux, Contract Specialist, (706) 787-8438 The following stand alone discretionary FAR and DFARS provisions are necesssary: 52.204-5 - Women-Owned Business Other Than Small Business (MAY 1999) 52.211-6 - Brand Name Or Equal (AUG 1999) 52.225-25 - Prohibition On Engaging In Sanctioned Activities Relating To Iran-Certification (DEC 2012) 52.252-1 - Solicitation Provisions Incorporated by Reference (FEB 1998). 52.252-5 - Authorized Deviations in Provisions (APR 1984), (b) DoD Far Supplement (48 CFR Chapter 2). 252.203-7005 - Representation Relating To Compensation Of Former DoD Officials (NOV 2011). 252.204-7011 - Alternative Line-Item Structure (SEP 2011) 52.212-4 -- Contract Terms and Conditions - Commercial Items, applies to this acquisition (JUN 2010) and Addendum to 52.212-4--(u) The non-FAR Part 12 discretionay FAR, DFARS, AFARS, and LOCAL clauses included herein are incorporated into this either by reference or in full text. If incorporated by reference, see clause 52.252-2 herein for locations where full text can be found. 52.203-3 - Gratuities (APR 1984) 52.203-6 - Restrictions On Subcontractor Sales To The Government (SEP 2006) 52.203-12 - Limitation On Payments To Influence Certain Federal Transactions (OCT 2010) 52.204-4 - Printed Or Copied Double-Sided On Postconsumer Fiber Content Paper (MAY 2011) 52.204-10 -- Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2013) 52.209-6 -- Protecting the Government's Interest When Subcontracting with Contractors Debarred, suspended, or proposed for Debarment (AUG 2013). 52.222-19 - Child Labor-Cooperation With Authorities And Remedies (JAN 2014) 52.222-50 -- Combat Trafficking in Persons (FEB 2009). 52.223-3 - Hazardous Material Identification And Material Safety Data (JAN 1997) 52.223-5 - Pollution Prevention and Right-To-Know Information (MAY 2011) 52.223-18 - Contractor Policy to Ban Text Messaging While Driving (AUG 2011). 52.225-13 - Restrictions on Certain Foreign Purchases (JUN 2008). 52.232-18 - Availability Of Funds (APR 1984) 52.232-33 -- Payment by Electronic Funds Transfer -- Central Contractor Registration (OCT 2003). 52.232-39 - Unenforceability Of Unauthorized Obligatiojns (JUN 2013) 52.232-40 - Providing Accelerated Payments To Small Business Subcontractors (DEC 2013) 52.233-3 - Protest After Award (AUG 1996). 52.233-4 - Applicable Law for Breach of Contract Clalim (OCT 2004). 52.237-2 - Protection of Government Buildings, Equipment, And Vegetation (APR 1984). 52.242-13 Bankruptcy (JUL 1995). 252.203-7000 -- Requirements Relating to Compensation of Former DoD Officials (SEP 2011). 252.203-7002 - Requirement to Inform Employees of Whistleblower Rights (SEP 2013). 252.204-7003 - Control of Government Personnel Work Product (APR 1992). 252.209-7004 - Subcontracting With Firms That Are Owned Or Controlled By The Government Of A Terrorist Country (MAR 2014) 252.225-7012 - Preference For Certain Domestic Commodities (FEB 2013) 252.225-7048 - Export Controlled Items (JUN 2013) 252.232-7003 - Electronic Submission of Payment Requests and Receiving Reports (JUN 2012). 252.232-7010 - Levies on Contract Payments (DEC 2006). 52.219-28 - Post-Award Small Business Program Representation (APR 2012). 52.252-2 - Clauses Incorporated by Reference (FEB 1998). 52.252-6 -- Authorized Deviations in Provisions (APR 1984). quote mark DoD FAR Supplement (48 CFR Chapter 2). quote mark 252.204-7008 - Export-Controlled Items (APR 2010). 252.212-7001 - Contract Terms and Conditions Required to Implement Statutes or Exxecutive Orders Applicable to Defense Acqusitions of Commercial Items (DEC 2010) (DEVIATION). 252.237-7010 - Prohibition on Interrogation of Detainees by Contractor Personnel (NOV 2010). INVOICING INFORMATION: All prospective offeror must be registered in the Wide Area Work Flow (WAWF) System. For registration go to https://wawf.eb.mil/ and follow the registration instructions. The payment on invoices will be made quarterly invoices as a 2-in-1 invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference clause 252.232-7003). Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. Performance Based Work Statement for Medical Transcription Services Martin Army Community Hospital (BMACH) Fort Benning, Georgia 1. GENERAL 1.1 SCOPE OF WORK. The contractor shall provide a medical transcription system for Martin Army Community Hospital (BMACH), Fort Benning, Georgia. The contractor shall provide hardware, software and timely services. 1.2 BACKGROUND INFORMATION. Martin Army Community Hospital has contracted medical transcription services since 2000. All work is to be performed at Martin Army Community Hospital, Fort Benning, Georgia. 1.3 PERSONNEL. The contractor shall provide personnel possessing the skills, knowledge, and training to perform the services required by this contract and who can be relied upon to perform in strict accordance with the contract. The contractor personnel shall meet all requirements herein. 1.4 SECURITY 1.4.1 General Security Requirements. The contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data and to ensure the confidentiality, integrity, and availability of government data. As a minimum, this shall include provisions for personnel security, electronic security, and physical security as listed. 1.4.2 Personnel Security. The contractor shall comply with the following directives and regulations: - Department of Defense (DoD) Regulation 5200.2-R, Personnel Security Program Requirements - DoD Regulation 6025.18-R, DoD Health Information Privacy Regulation - DoD Directive 5400.11, DoD Privacy Program - DoD Directive 8500.1, Information Assurance (IA) - DoD Instruction 8500.2, Information Assurance (IA) Implementation - Army Regulation (AR) 25-1, Army Knowledge Management and Information Technology - AR 25-2, Information Assurance - Local regulations as deemed appropriate by the activity Information Assurance personnel. 1.4.2.1 Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements: 1.4.2.2 Follow the Army guidelines for submittal of Automated Data Processor/Information Technology (ADP/IT) background investigations and ensure all contractor personnel are designated as ADP/IT-I, ADP/IT-II, or ADP/IT-III where their duties meet the criteria of the position sensitivity designations outlined in AR 25-2. 1.4.2.3 Initiate, maintain, and document personnel security investigations appropriate to the individual's responsibilities and required access to Information Systems (IS) within the logical boundaries of the facility local area network (LAN). 1.4.2.4 Immediately report to the Martin Army Community Hospital Security Officer and deny access to any automated information system (AIS), network, or information if a contractor employee filling a sensitive position receives an unfavorable adjudication, if information that would result in an unfavorable adjudication becomes available, or if directed to do so by the appropriate government representative for any reason. 1.4.2.5 Ensure that all contractor personnel receive information assurance (IA) training before being granted access to DOD AISs/networks and information. 1.4.3 Electronic Security. Contractor Information Systems (IS)/networks that are involved in the operation of systems in support of Martin Army Community Hospital shall operate in accordance with controlling laws, regulations, and DoD, Army, and local policy. 1.4.3.1 Certification & Accreditation (C&A) requirements apply to all DoD and contractors' IS/networks that receive, process, display, store or transmit DoD information. The contractor shall comply with the C&A process for safeguarding IS. Certification is the determination of the appropriate level of protection required for IS/networks. Certification also includes a comprehensive evaluation of the technical and non-technical security features and countermeasures required for each system/network. 1.4.3.2 Accreditation is the formal approval by the government to operate the contractor's IS/networks in a particular security mode using a prescribed set of safeguards at an acceptable level of risk. In addition, accreditation allows IS/networks to operate within the given operational environment with stated interconnections and with appropriate level of protection for the specified period. 1.4.3.3 The contractor shall comply with C&A requirements, as specified by the government, that meet appropriate DoD Information Assurance requirements. The C&A requirements shall be met before the contractor's system is authorized to access DoD data or interconnect with any DoD IS/network that receives, processes, stores, displays, or transmits DoD data. The contractor shall ensure the proper contractor support staff is available to participate in all phases of the C&A process. They include, but are not limited to: - Attending and supporting C&A meetings with the government - Supporting/conducting the vulnerability mitigation process - Supporting the C&A Team during system security testing 1.4.3.4 Contractors must confirm that their IS/networks are locked down prior to initiating testing. 1.4.3.5 Conformation of system lock down shall be agreed upon during the definition of the C&A boundary and be signed and documented as part of the System Security Authorization Agreement (SSAA). 1.4.3.6 Locking down the system means that there shall be no changes made to the configuration of the system (within the C&A boundary) during the C&A process. 1.4.3.7 Any re-configuration or change in the system during the C&A testing process will require a re-baselining of the system and documentation of system changes. 1.4.3.8 IA mitigation strategies include security updates, service packs, and changes to operating procedures as physical and cyber vulnerabilities are detected. Operating system, routers, servers, development platforms, and the application being delivered to the Government shall be in compliance with all known applicable Department of Defense Computer Emergency Response Team (DoD-CERT) Alert, Bulletin, and Technical Advisory Notices published during the past 36 months. 1.4.3.9 Disposing of Electronic Media. Vendors shall follow DoD standards and procedures and use approved products to dispose of unclassified hard drives and other electronic media, as appropriate, in accordance with DoD Memorandum Disposition of Unclassified Computer Hard Drives, June 4, 2001. Vendors are required to also follow DoD guidance on sanitization of other internal and external media components in DODI 8500.2 Information Assurance (IA) Implementation, 6 Feb 2003 and DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM), (Chapter 8). 1.4.3.10 Information Assurance Vulnerability Management (IAVM). The contractor shall implement an information assurance vulnerability management program for all AIS and corresponding subnets that are connected to or intermittently connect to Army networks. The program shall meet the scope and intent of AR 25-2 and Martin Army Community Hospital IA policies to provide protection against known threats and vulnerabilities. Compliance with Army IAVM alerts and bulletins is required for these systems and shall be completed within the specified timeframe. 1.4.4 Information Systems (IS)/Networks Physical Security. The contractor shall employ physical security safeguards for IS/Networks involved in processing or storage of Government data to prevent the unauthorized access, disclosure, modification, destruction, use, etc., and to otherwise protect confidentiality and ensure use conforms with DoD regulations. In addition, the contractor will support a Physical Security Audit performed by the Government of the contractor's internal information management infrastructure. The Military Health Service Physical Security Audit Matrix is available at: http://www.tricare.osd.mil/tmis_new/Policy/PSA_Matrix_%20012304%200930%20clean%20version.xls. The contractor shall correct any deficiencies identified by the Government of the contractor's physical security posture. 1.4.5 ANTITERRORISM/OPERATIONS SECURITY (AT/OPSEC) 1.4.5.1 Access and General Protection/Security Policy and Procedures. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. 1.4.5.2 Access to Government Information Systems. All contractor employees shall successfully complete the DoD Information Assurance Awareness training prior to access to the IS and then annually thereafter. 1.4.5.3 Information Assurance (IA)/information Technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD Cyber Awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M, and AR 25-2 within six months of employment. 1.4.5.4 Information Assurance (IA)/Information Technology (IT) certification. Per DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award. 1.4.6 Special Requirements for Protected Health Information (PHI). Whenever a contract is awarded that requires the vendor to collect, use, copy, access, or store Protected Health Information (PHI) in commercial office space, the contractors must: 1.4.6.1 Notify the Martin Army Community Hospital HIPPA Security Manager, Information Management Division (IMD) and/or the HIPAA Compliance Officer, Patient Administration Division (PAD). 1.4.6.2 Follow all Department of the Army (DA) and Department of Defense (DoD) requirements for secure disposal, destruction, and/or sanitization of all equipment that contained PHI. 1.5 QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices. 1.5.1 After the Phase-In-Period, the providers will maintain a 98% average accuracy rate per contract month. 1.6 QUALITY ASSURANCE. The Government will periodically evaluate the contractor's performance in accordance with Quality Assurance Surveillance Plan (QASP). 1.6.1 SURVELLIANCE PLAN. In accordance with FAR Part 8.406-2, Inspection and Acceptance (b) Services, performance will be assessed using a Quality Assurance Surveillance Plan (QASP). The QASP specifies how Government quality assurance surveillance of the contract tasks will occur. The QASP will focus on the quality of the contractor performance and not just on the steps taken or procedures used to provide that service. The QASP may include an appropriate use of pre-planned inspections, correspondence reviews, customer surveys, validation of complaints, audits, and random unscheduled inspections. The QASP is a form of guarantee that the Government receives the services for which it contracted and pays only for the services it receives. It is the method by which the Government determines if the contractor meets the performance standards in the contract. Contractors will be briefed on surveillance requirements and responsibilities under the QASP at the post award conference prior to contract performance. (Attachment 1) 1.7 HOURS OF OPERATION 1.7.1 Standard Hours. When the contractor is conducting business at Martin Army Community Hospital, the standard access hours will be within the normal workday of that facility which is usually 7:30 a.m. to 4:30 p.m., excluding federal holidays. 1.7.2 Recognized federal holidays include: New Year's DayJanuary 1 Martin Luther King's Birthdaythe third Monday in January Washington's Birthdaythe third Monday in February Memorial Daythe last Monday in May Independence DayJuly 4 Labor Daythe first Monday in September Columbus Daythe second Monday in October Veteran's DayNovember 11 Thanksgiving Daythe fourth Thursday in November Christmas DayDecember 25 2. DEFINITIONS 2.1 STANDARD DEFINITIONS 2.1.1 Acceptable Quality Level (AQL). The maximum percent defective, maximum number of defects per hundred units, or number of defects in the lot that can be considered satisfactory on the average, or degree of deviation from perfect performance for such specific contract requirements before the government will consider contract performance unacceptable. As long as the defective performance does not exceed the AQL, the service will not be rejected by the government. An AQL does not imply that the contractor may knowingly perform in an unsatisfactory manner. It implies that the government recognizes that defective performance sometimes happens unintentionally. 2.1.2 Contracting Officer (KO). A person duly appointed with the authority to enter into and administer contracts on behalf of the Government. 2.1.3 Contracting Officer's Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer. 2.1.4 Customer Compliant. A means of documenting certain kinds of contract service problems. 2.1.5 Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Requirements Summary (PRS, Attachment 2). 2.1.6 Government Property. All property owned by or leased to the Government or acquired by the Government under the terms of the contract. Government property includes both Government-furnished property (GFP) and contractor acquired property as defined in FAR 45.101. 2.1.7 Government Property Administrator. An authorized representative of the Contracting Officer appointed in writing to administer contract requirements and obligations relative to Government property (FAR 45.101). 2.1.8 Lot. The total number of services output in a surveillance period, as defined in the Performance Requirements column of the PRS. 2.1.9 Performance Requirement. The point that divides acceptable and unacceptable performance. When the method of surveillance is other than random sampling, the performance requirement is the number of defectives or maximum percent defective in the lot before the Government will affect the price computation system in accordance with the Performance Requirements Summary and the Inspection of Services clause. 2.1.10 Performance Requirement Summary (PRS). Identifies the key service outputs of the contract that will be evaluated by the Government to insure contract performance standards are met by the contractor. 2.1.11 Quality Assurance (QA). Those actions taken by the Government to insure services meet the requirmenets of the Performance Work Statement (PWS) and all other service outputs. 2.1.12 Quality Assurance Evaluator (QAE). A Government representative responsible for surveillance and inspection of contractor performance. 2.1.13 Quality Assurance Surveillance Plan (QASP). An organized written document used by the Government for quality assurance surveillance. The document contains specific methods to perform surveillance of the contractor's performance. 2.14 Quality Control (QC). Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS. 2.15 Random Sampling. A sampling method whereby each service output in a lot has an equal chance of being selected. 2.16 Sample. A sample consists of one or more service outputs drawn from a lot. The number of outputs in the sample is the sample size. 2.17 Sampling Guide. The part of the surveillance plan which contains all the information needed to perform surveillance of the service outputs by the random sampling method of surveillance. 2.2 TECHNICAL DEFINITIONS 2.2.1 Armed Forces Health Longitudinal Technological Application (AHLTA). An automated medical information system which will provide integrated support for the functional work centers of patient administration. Contractor will request medical record data utilizing this system on a daily basis as dictation is received. 2.2.2 Availability. Availability means full functionality of the dictation server in support of the available input ports and operating patient demographic interfaces as well as the full functionality with the interface of the transcription system. 2.2.3 Composite Health Care System (CHCS). An automated medical information system which will provide integrated support for the functional work centers of patient administration. Contractor will request medical record data utilizing this system on a daily basis as dictation is received. 2.2.4 Defense Enrollment Eligibility Reporting System (DEERS). The automated system that is composed of enrolling all active duty and retired service members, their dependents, and the dependents of deceased service members, and verifying their eligibility as U.S. military beneficiaries. 2.2.5 Down. Not operational for that workday. 2.2.6 Down for the month. In the event there is a total loss of data in the current database, the system shall be considered down for the entire month. 2.2.7 Emergent. Transcription Services required immediately and in which a delay is harmful to the patient. 2.2.8 Fiscal Year. A period beginning October 1 and ending on September 30 of consecutive calendar years. The fiscal year is designated by the calendar year in which it ends. 2.2.9 Health Insurance Portability and Accountability Act (HIPAA). Contractor will transcribe by checking all authorizations for validity in accordance with (IAW) the Privacy Rule of the Health Insurance Portability and Accountability Act (HIPAA) of 1996. 2.2.10 Hole. A system to allow communications between the BMACH internal and the dictation external system. 2.2.11 Required Process. Processes required to generate medical document at BMACH with the dictation system. 2.2.12 Routine. A routine transcription service is a request not meeting the definition of Emergent or Urgent request. Routine requests shall be transcripted within 72 hours of receiving dictation. 2.2.13 Urgent. Urgent transcription service needed as required for patient medical treatment. Urgent is defined as a condition which requires medical attention within a few hours or the medical condition may be aggravated or deteriorates. 2.2.14 Virtual Line. A line of 65 characters that includes text in headers and footers, text in templates, text in tokens, one space between words and deleted or edited text. A Virtual Line does not include text formatting key strokes. 3. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES 3.1 The Government will provide appropriate telephone lines for access to dictation files. 3.2 The Government will make a firewall available as required between the BMACH internal and the dictation external system. This will give dictation services availability to AHLTA and CHCS repository required for the performance of the services required by the contract. 3.3 The Government will provide a personal computer (PC) to forward the patient's demographics to the Internet Data Center. 4. CONTRACTOR FURNISHED ITEMS AND SERVICES 4.1 The contractor will furnish the name and toll-free contact information of their designated representative to the contracting officer and contracting officer's representative not later than five (5) working days after contract award and whenever there is a change in the designated contractor representative. 4.2 The contractor will furnish all software, hardware, and a toll-free telephone number necessary to perform transcription services. The contractor will ensure that all software is compatible with current operating systems utilized by the Department of Defense. The contractor will be responsible for installing all current software upgrades to the system. 5. SPECIFIC TASKS 5.1 Service Performance. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable to mission success. 5.2 The contractor must have Composite Health Care System (CHCS) software interface authority. Authorization must be presented with the proposal. 5.3 Communications will be required between the BMACH internal and the dictation external system by having quote mark holes quote mark in the BMACH firewall. A security risk analysis will be required for each procedure and necessary firewall hole. 5.4 Dictation access shall be available to providers 99% of the time via any standard touch tone telephone with voice activation for start and stop and routine navigation through keypad functions. 5.5 Dictation input shall provide for conversion and delivery of input to the dictation server so that the file is stored digitally in a completely decipherable fashion, accounting for variations in accent, pronunciation, voice volume, etc. Dictation files will be collected on-site at BMACH via a voice capture device. Appropriate telephone lines for the access will be made available by the government. 5.6 Contractor shall digitally transfer all voice files collected by the voice capture system over a secure, point-to point Virtual Private Network (VPN) connection. Contractor shall combine voice files and associated patient demographic information together. 5.7 The contractor shall describe and provide all typical navigation features (e.g., fast forward, rewind, etc.) for each input device specified that are clinically useful in state-of-the art-dictation and transcription systems for dictation and interactive review. These features shall include, but not be limited to, such features as chain dictation of multiple reports without circuit disconnection; save and finish later/leave open; automatic save; voice activation; and other useful features as described by the contractor. 5.8 The contractor shall specify and provide patient demographics support (hardware, firmware, and software) in a clinically useful manner that interfaces with the Government's Health Information System (CHCS or AHLTA). The contractor shall propose a clinically useful inbound interface (Health Level Seven International (HL7)) that captures patient demographics on a transaction-by-transaction basis. The proposal shall capture both an inbound and outbound interface management plan proposed by the contractor. CHCS and AHLTA is HL7 compliant with 95% accuracy. 5.9 Minimum essential demographic and administrative data that shall be accommodated are: - Report type - Patient's name - Register number - Clinical service - Social Security number - Unit address 5.10 The contractor shall specify and provide dictation server functionality (hardware, firmware, and software) in a clinically useful manner that functions as a simultaneous host to all forms and dictation input devices utilized at BMACH, including offsite dial-in capability. The number of host ports shall be highly scalable, sufficient to accommodate at least 95% of the practicing inpatient clinicians. The server shall function to a performance capacity such that it is not a data bottleneck when all dictation work settings are in simultaneous use and the server is supporting file transfer to the off-site dictation storage or to the transcription sub-system. 5.11 The dictation server(s) shall be located on-site. It will have sufficient storage capacity to support work volumes based on the monthly requirement for number of lines of transcription produced, as provided through historical statistical data at award of contract. 5.12 The contractor shall propose a clinically and operationally useful site-specific criterion to purge dictation transactions from the server that preserves mission-critical support. The server shall routinely host requests for voice file playback on an ad-hoc basis. The basic dictation server shall be able to purge files as soon as the file is passed to the transcription system and the transcription has been performed. However, capacity shall be provided on the server to allow the user (provider or transcriptionist) to hold and store selected dictations beyond normal purge criteria, minimal five-year retention. All voice files shall be stored on the server in digital format in an on-line immediately retrievable data cache (i.e., hard disk, Redundant Array of Independent Disks (RAID), or their performance equivalent). Analog storage of voice dictations is not acceptable; digital storage is the only acceptable storage format. 5.13 The contractor shall provide the capability for the facility to view the status of various dictation activities through use of a management console. 5.14 Crisis Management and System Reliability. The dictation system shall be configured to prevent the loss of any acquired dictations and possess reasonable systems redundancy for continuity of operations. The contractor shall describe their technical approach in detail to meet this requirement. In the event that the dictation server becomes non operational (i.e., a system crash), upon restoration no dictation data shall be lost and data integrity of each dictation in the server shall be fully restored. In the event lost, non-restorable data occurs over 5% of the work for that day, then the system shall be considered quote mark down quote mark, i.e. not operational for that workday. In the event there is a total loss of data in the current database, the system shall be considered down for the entire month. 5.15 Availability Requirements. The dictation system shall be 99% available, computed on a 24-hour a day, 7 days a week, 365 days per year support timeframe, (i.e., to a 24X7X365 standard). Availability means full functionality of the dictation server in supporting up to 99% of the available input ports and operating patient demographic interfaces as well as the full functionality with the interface of the transcription system. 5.16 The contractor shall include an operationally useful fail-safe management approach for the following events. Failure of a Dictation Input interface to the Dictation Server oLess than 5 minutes oLess than one hour oMore than one hour oMore than one day Failure of the Patient Demographics Interface to the Dictation Server oLess than 5 minutes oLess than one hour oMore than one hour oMore than one day Failure of the Dictation Server (i.e., system crash)Less than 5 minutes o Less than one hour o More than one hour o More than one day Failure of the interface to the Transcription Sub-system o Less than 5 minutes o Less than one hour o More than one hour o More than one day The response to these events shall include the contractor's techniques for user-workarounds during the down period and methods to restore the integrity of the dictation data once that remedy is in place. Moreover, the contractor-site escalation procedure for events that cross the one-hour and one-day thresholds shall be addressed. The contractor shall describe and provide a remote data back up or equivalent fail-safe procedures as part of the crisis management plan for offline back up of active digital dictation files. 5.17 Be 100% operational on 1 October 2014. 5.18 Have a customer support help desk to answer or resolve questions and be available 24/7/365. 5.19 Be HIPAA compliant. See Section 2.2.9. 5.20 Have the most recent compatible version of Windows as the Operating System. 5.21 BMACH providers will logon with unique numeric ID, enter appropriate numeric work type, and patient's SSN. Dictation will be recorded on redundant drives on the voice capture system located on the Internet Data Center (IDC). 5.22 The voice capture system at the IDC will record audio and capture the report demographics such as who dictated; time of dictation; work type; patient name; and generate a unique numeric job identification with 95% accuracy. 5.23 The voice system will send the report demographics to text system to be married with associated patient demographics with 95% accuracy. 5.24 The Medical Transcriber (MT) will download the audio dictation and associated data from either location with 95% accuracy. The associated data consists of the correct work type template along with the report and patient demographics. 5.25 MTs will listen to audio from their personal computers (PCs) and transcribe into a customer designed, work/report type template with dictation/transcription software with 95% accuracy. 5.26 After completing /signing off work, the MT product, associated data, and the session statistics of the BMACH MTs will be transferred back to the text system at the IDC. At completion/sign off of a dictation, the software will sign off voice file/audio dictation at the voice system at the IDC. This audio file will be purged 30 days after sign off. The software will then download another dictation to be transcribed. Three (3) other voice files/audio dictations will be downloaded to the MT's workstation for immediate availability for the transcription process. 5.27 The IDC's text system will upload the transcribed report to the CHCS PC at BMACH. 5.28 CHCS PC at BMACH uploads electronic, transcribed document at CHCS mainframe. 5.29 A print router will be placed within the BMACH firewall in order to automatically distribute transcribed reports to the appropriate network printer. 6. APPLICABLE PUBLICATIONS AND FORMS 6.1 Current Comprehensive Accreditation Manual for Hospitals 6.2 Comprehensive Accreditation Manual for Hospitals: The Official Handbook (CAMH); Latest Edition 6.3 DoDD 8570.01 6.4 DoD 8570.01-M 6.5 AR 25-2, Information Assurance 6.6 AR 25-50, Preparing and Managing Correspondence 6.7 AR 25-400-2, Army Records Information Management System 6.8 AR 40-66, Medical Record Administration and Health Care Documentation 6.9 AR 40-400, Patient Administration 6.10 AR 340-21, The Army Privacy Program 7. PROCEDURES FOR PAYMENT. Billing and payment shall be accomplished in accordance with the contract. Payment shall be made for delivered and accepted payable deliverables at the applicable firm fixed price, billed on a monthly basis. All invoicing will be though Wide Area Workflow -Receipt and Acceptance (WAWF-RA), see https://wawf.eb.mil. 8 The contractor shall notify the contracting officer if, in its opinion, a Government-directed task constitutes an assignment of additional work outside this Performance Based Work Statement. ATTACHMENT 1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) The following minimum Quality Assurance Plan applies. The Government may modify inspection methods in accordance with site specific requirements. PERFORMANCE OBJECTIVEPERFORMANCE STANDARDREF PBWSMETHOD OF ASSESSMENT Be 100% operational on 1 Oct 2014Be 100% operational on 1 Oct 2014Section 5.17Written notification by the KO Designate a point of contact in writing 5 days after contract awardWritten notification received 5 days after contract awardSection 4.1Written notification to KO and COR Comply with system communication requirements95% of the timeSection 5.3C, Med Rcds Br maintains log Comply with system reliability requirements95% of the timeSection 5.10 and 5.14C, Med Rcds Br maintains log Comply with system availability requirements99% of the timeSection 5.15C, Med Rcds Br maintains log Provide for patient demographics support that interfaces with CHCS or AHLTA95% of the timeSection 5.8 and 5.22-5.24C, Med Rcds Br maintains log Provide dictation with accurate data95% of the timeSection 5.25-5.27C, Med Rcds Br maintains log STANDARDMEASUREMENTPAST PERFORMANCE ASSESSMENT 99% to 100%ExcellentDocument Past Performance 96% to 98%Very GoodAssessment Report, paying 95%SatisfactoryParticular attention to 92% to 94%MarginalPerformance that exceeds 92% or LessUnsatisfactorythe standard ATTACHMENT 2 PERFORMANCE REQUIREMENTS SUMMARY PERFORMANCE OBJECTIVEPERFORMANCE STANDARDACCEPTABLE LEVEL OF PERFORMANCE (ALP)EXCEEDS STANDARDSFAILS TO MEET STANDARDMONITORING METHOD Be 100% operational on 1 Oct 2014Be 100% operational on 1 Oct 2014Be 100% operational on 1 Oct 2014Be 100% operational before 1 Oct 2014Be 100% operational after 1 Oct 2014Initial award Designate a contractor point of contact in writing 5 working days after contract awardWritten notification received 5 working days after contract awardWritten notification received 5 working days after contract awardWritten notification received less than 5 working days after contract awardWritten notification received more than 5 working days after contract award100% Monthly Comply with system communication requirements95% of the time95% of the timeMore than 95% of the timeLess than 95% of the time100% Monthly Comply with system reliability requirements95% of the time95% of the timeMore than 95% of the timeLess than 95% of the time100% Monthly Comply with system availability requirements99% of the time99% of the timeMore than 99% of the timeLess than 99% of the time100% Monthly Provide for patient demographics support that interfaces with CHCS or AHLTA95% of the time95% of the timeMore than 95% of the timeLess than 95% of the time100% Monthly Provide dictation with accurate data95% of the time95% of the timeMore than 95% of the timeLess than 95% of the time100% Monthly
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Place of Performance: Address: Martin Army Community Hospital Bldg 9222 Bass Road Fort Benning GA; Zip Code: 31905-6006
Record: SN03518462-W 20140920/140919000012-0989aaadccef0a9a7448a45ac0dbb7a7 (fbodaily.com)
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70 -- Transcription Services and Equipment Rental