36C24223Q1007.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Safa Shleiwet safa.shleiwet@va.gov 347-224-5637

ADDITIONAL INFORMATION

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DESCRIPTION

Department of Veterans Affairs (VA) Regional Procurement Office East, Network Contracting Office 2 (NCO 2) intends to award a sole source contract award to Integrated solutions and services unlimited, Inc. 93 W Franklin ST, Dayton Ohio 45459. To provide Medical Records File Room, Packing and Scanning Services under Blanket Purchase Agreement (BPA) NO. 36C10G-20-A-0002.

File room space is limited, thus each year inactive records are required to be identified, inventoried, and retired. Records are considered inactive when the patient has not had patient care activity within the last three (3) years, including Non-VA Medical Care. These inactive records are retired to National Archives and Records Administration (NARA) approved facilities. In addition, active records (patient receiving continued care) often may need to be relocated elsewhere on the facility grounds or sent for off-site storage if file room space is to be used for a different activity.

The Contractor shall provide all resources necessary to accomplish the requirements. Specifically, the Contractor shall perform file room services, or scanning/importing and indexing of newly generated and backlogged clinical documentation for inclusion into the health record, including VACC documentation at specified VAMCs in a defined, accurate, timely, measurable, and fiscally responsible manner that protects the at New York Harbor VA Medical Center.

All clinical documentation that shall be scanned and digitized shall be incorporated into VistA Imaging. The functionality of scanning/importing and indexing clinical documentation replaces the action of loose filing newly created or received documents into the paper medical record. An interface to move/upload images and their associated indexing information to VistA Imaging is required when a commercial system shall be used. VACC documentation may be received in paper, secured messaging, facsimile, Third Party Administrator (TPA) Portal or via the Fee Basis Claim System (FBCS)

Document Manager software. It is the intent of this Task Order to scan selected documents based on input from the facility's medical and HIM staff. Also, the intent of this Task Oder is to scan/import and index clinical documentation that has yet to be incorporated into the Veterans' health record. Entire volumes of paper records greater than 3 years of inactivity shall be retired and not scanned into the Electronic Health Record (EHR). File rooms maintain health and administrative records in terminal digit order; administrative and health records may be kept separately. For record tracking purposes, records (to include volumes) are bar coded.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 518210 with a small business size standard of $40 Million.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any firm that believes it can meet the requirements may give written notification prior to the response due date and time. If no responses are received, the Government will proceed with the award. Responses are due by July 28, 2023, at 5:00 p.m. (ET). Responses shall be submitted via e-mail to safa.shleiwet@va.gov Telephone requests or inquires will not be accepted.

Special Notice