36C25618Q0306-00002001.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2.

AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE

OF PAGES

10A. MODIFICATION OF

CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV.

11/2016) is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITE M 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR

43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes r eference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

BY

Contractor

16C. DATE SIGNED

14.

DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME

AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS

OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 00002 03-15-2018 None Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703 Department of Veterans Affairs Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703 To all Offerors/Bidders

36C25618Q0306 03-15-2018

X X X March 30, 2018 2:00PM local time X

MEDICAL RECORDS SCANNING SERVICES AMENDMENT 00002 100% SDVOSB SET ASIDE

This amentment is issued to provide responses to contractors questions and to extend the closing date and time.

A . Responses to contractor questions. (see responses below) B. Closing date and time are extended to Date: March 30, 2018 Time: 2:00 PM local time C. Contractors are required to acknowledge all amendments when submitting offer. Failure to do so may result in offer be consider non conpliant and recieving no further consideration.

CONTINUATION PAGE

Date: 3/15/2018 Amendment 00002 Response to vendor questions.

1. Question: Is the government mandating that both Off-Site and On-Site scanning occur at the estimated quantities described in the PWS? Or, can all scanning occur at the VA Locations? Are vendors prohibited from submitting a proposal if they do not have Off-Site scanning capabilities; moreover, what is the weighted award criteria for on-site versus off-site capabilities?

Response: VA will not accommodate off-site work to be perform on-site at the VA medical center.

2. Question: Please provide a list of required training the government is expecting, given the specific PWS statement, “The Contractor shall bear the costs of any required training.” Is the training provided by the contractor of technical nature only; or is there Healthcare Systems of the Ozark specific training requirements (as aligned with the VA VALUE system) required. What is the cost of the training? We recommend that training mirror the training requirements that VA Permanent Staff (Scanners / Indexers) receive. Any new staff brought on after the initial training should occur within the Vendor teams in a Train-the-trainer environment (with training instruction executed by the Vendor). The initial training will also greatly enhance the probability of meeting Acceptable Quality Level expectations.

Response: Training is for security measures only. The training will be an on-line training program provide by the government. The Government is not training a contractor’s personnel to perform the work.

3. Question: Please provide a detail listing of equipment needed when performing on-site scanning and indexing services, per the PWS statement, “The Contractor shall provide all labor, resources, and specialized equipment needed to provide scanning and/or Importing and Indexing of Records.” Is the VA Information Security personnel going to allow contractor specific equipment to be “hooked” into VA specific systems.

Response: The government will provide all on-site equipment.

4. Question: What IT / QA specific programs is the VA currently using to monitoring Scanning and Indexing productivity?

Response: Audits are conducted manually by HIMS supervisory staff

5. Question: What is the cost of NACI background checks per the PWS statement, “The Contractor shall bear the costs of any required training.” How will the VA background investigations be paid for in relationship to invoicing? What is the address of the FingerPrint station associated with the VA Healthcare Systems of the Ozark? Will the VA accept SWIFT produced digital fingerprints if the VA Healthcare systems of the Ozark does not have a fingerprint station?

Response: The contractor shall incur the cost of background checks for its employees.

6. Question: Please provide additional guidance on if the requirement to, “Within 3 business days after written notification of award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with VA/VHSO facility standards.” pertains to the overall IDIQ contract award, or for each individual Task Order associated with the IDIQ.

Response: yes, it is as stated in solicitation

7. Question: Is there a central location where on-site Scanning Services will occur in the Fayetteville Medical Center campus, or will they be spread-out across the campus in different office locations?

Response: The is one location that all on-site scanning will be conducted at VA medical center.

8. Question: What is the purpose of the Technical Acceptability Questionnaire and how will it be used in the award selection criteria? If the questionnaire is used in the award selection, what is weighted criteria of each question? Is the VA requiring that Vendors must have 3-past performances of identical relevancy, according to the Technical Acceptability Questionnaire?

Response: Evaluation will be conducted in accordance with Section E.1 FAR 52.212-2 Evaluation—Commercial Items. It’s a pass/fail or acceptable/unacceptable. A contractor must pass or be fund acceptable on all to be considered technically acceptable.

9. Question: What are the performance requirements within each QASP task? We recommend the government review their QASP as it pertains to the PWS as the performance requirements and standards are not defined as currently listed in the QASP. For example, “the standard for On-Site scanning is in accordance with PWS 1.7.2.”. However, according to PWS 1.7.2, “On-SITE SCANNING AND/OR IMPORTING AND INDEXING OF RECORDS, a. On-site locations will be authorized for scanning and/or importing and indexing of both ELECTRONIC and PAPER records.” We suggest defining “Performance Requirement”, “Standard”, and “Acceptable Quality Level” requirements given your extremely high Acceptable Quality Level. The current QASP states that the Vendor has reached the 100% AQL by simply having an authorized location…which has nothing to do with productivity or efficiency.

Response: Requirements are as stated in the solicitation.

10. Question: Recommend the VA consider the differences in the work statements regarding SCANNING and INDEXING.

The schedule (B.2 Schedule) reflects the need for SCAN (scanning); yet the PWS calls for the need of Scanning/importing, and indexing. There is both a difference in the task of scanning and indexing; and there is a difference in the type of documents being scanned or indexed. For example, a) it will take approximately 100% to 150% more time to scan and index complex information found in Radiation therapy, ER notes, and Hospital inpatient (we will call type-a) versus straight forward medical information involved with Chiropractic visits, PT, Ortho, and Vision (we will call type-b). Thus, how much of prescribed quantitys is for simple (type-a) versus complex (type-b) information.

Response: Record variance pricing was considered in the contract pricing index. Flat rate pricing was set to include difference in record content.

11. Question: Is there an incumbent currently performing this work? Is so, can you please provide their information, i.e., company name, contract number.

Response: There is no incumbent.

12. Question: If there an incumbent, to ensure compliance with Department of Labor SCA requirements, as it relates to vacation time for Wage Determination Employees (Title 29, Part 4 of the Code of Federal Regulations, Section 4.173), can the government please provide the list of all incumbent personnel with the start date?

Response: N/A

13. Question: To ensure proper allocation of sick leave for Wage Determination employees, can the government please confirm that this contract is not covered under Executive Order 13706?

Response: Refer to the wage determination.

14. Question: Should output file formats be searchable-PDF and text-searchable images?

Response: NO

15. Question: The RFP’s Price Schedule indicates that the contractor must realize a total on-site monthly Scan rate of: 73,436. What type of GFE Scanner(s) and workstation(s) are available to contractor?

Response: FUJITSU Fi-7180/6140z – scanners, HP ProDesk workstations

16. Question: Cost shall be inclusive of all cost associated with providing services identified. This shall include the Project Manager. Since all quantities are estimated quantities and actual quantities completed shall be invoiced, is there a minimum number of pages monthly that can be guaranteed that will be received in order to maintain and retain staff?

Response: The monthly estimated quantity can be found in the price schedule.

17. Question: n section 1.1, SOW items 4-6 indicate:

4. All clinical documentation that shall be scanned and digitized shall be incorporated into the VA Computerized Patient Record System (CPRS) through the utilization of Veterans Health Information System and Technology Architecture (VistA) Imaging Capture 32bit software.

5. 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.

6. An interface to move/upload images and their associated indexing information to VistA Imaging Capture 32bit software is required when a commercial system shall be used. VHSO documentation may be received in paper, secured messaging, facsimile, Third Party Administrator (TPA) Portal (TriWest) or via the Fee Basis Claim System (FBCS) Document Manager software (Reference HIMS). Electronic documents may also be retrieved from a file on a VA network drive.

What is the security protocol for contractor-access to the VA network environment as it relates to the above?

Response: If awarded a contract and meets security requirements identified in the solicitation, the contractor will be given guidance in contractor-access at that time.

18. Question: he RFP indicates that the contractor is to prepare all paper documents for scanning, to include: removing the documents from any binding, removing all staples, repairing tears, separating any shingled documents, prepping documents in correct order. The solicitation also requires the contractor to package and deliver processed records to VHSO HIMS staff for disposition.

In preparing to package all physical post-process source material, should the contractor re- staple/re-clip all such records? Also, should all post-process source material removed from folders or binders be returned to its original “foldered”/bound state?

· Response: No. Refer to PWS section 1.16 - All paper documents processed will be returned to HIMS after scanning for disposition and quality assurance. Not required to re-staple or bind documents.

19. Question: Regarding onsite paper records, the RFP requires the contractor to remove staples, ensure document is flat, pages are sequenced in order, and not torn. If torn, the contractor is also responsible for repairing them.

· How much area (square footage) is available for document preparation?

· Are office supplies and copier machines included under GFE?

· What are GFE scanner model and workstation specifications?

What security measures must the contractor adhere to accessing the VA network environment to offload/upload pre/post processed records?

Response: Paper documents are boxed for processing and available in storage room for pickup and processing. A designated location will be made available for placement of completed paper documents. Refer to section 1.21 “Government Furnished Materials” in reference to supplies. FUJITSU Fi-7180/6140z – scanners, HP ProDesk workstations

20. Question: Pages 8 and 14 specify contractor paper record preparation responsibilities for on-site scanning. What are the record ages, thicknesses, sizes (regular vs odd size), and overall conditions?

Response: Age vary. Size/thicknesses vary.

21. Question: The solicitation states that photographs (e.g., Polaroid’s, etc.) shall be scanned. In terms of document preparation, what percentage of the overall set of physical records consist of photographs/polaroids; and what percentage are handwritten?

Response: Photos are electronic/paper format. No actual photo images will be processed by contractor. See note in section 1.7.3. – Handwritten notes will come as an electronic or paper image. No actual paper notes.

22. Question: Among the solicitation’s requisite six (6) data points for indexing is a free-text description. What are the maximum number of characters the free-text field can accommodate?

Response: No minimum to character quantity, however contractor is to keep indexing concise using as few characters as possible.

23. Question: Is VA using a commercial system onsite that will need an interface developed to move/upload images and their associated indexing information to VistA Imaging Capture 32bit software?

Response: No. Files are not in any special software. Windows operating system document folders are used.

24. Question: Will VA provide the FRC boxes for the completed processed records?

Response: Off-site do not have hard copies of documents. On-site are already stored in containers.

25. Question: Is the contractor required to provide the scanning equipment for onsite scanning at VA?

Response: Government shall provide scanning equipment for on-site scanning at VA medical center.

26. Question: On the Standard Form 1449, in Block 20, electronic submissions may be emailed to James Smith at james.smith12@va.gov or submitted through the GSA website. Is this a GSA opportunity? If so, what GSA schedule is required? We do not see this on the Ebuy portal.

Response: This is NOT a GSA requirement. This will be corrected in this amendment.

27. Question: Please clarify what is meant by "packaging records for disposition" Response: Simply meant as returning to specified location for HIMS dispositioning. Packaging material (i.e. boxes) will be provided.

28. Question: Are the offsite records to be packaged and returned via a carrier to the VHSO for disposition? If so, what is the estimated number of documents?

Response: The off-site records require access through.

29. Question: Approximately how many requests for medical records by the Contractor are estimated per month?

Response: That information can be found on the price schedule.

30. Question: What is the estimated number of monthly off-site records to be processed?

Response: The estimated quantity for that information can be found on the price schedule.

31. Questions: How many people does the on-site workspace accommodate?

Response: Current workstation space available with accommodate 10 personnel. This can be reviewed as needed.

32. Question: For on-site scanning, what is the breakdown between electronic and paper records?

Response: All on-site scanning are paper documents.

33. Question: Please clarify what individual service requests entail (1.7.3) *What is the cost of OPM investigations?

Response: Per HR - Tier 1 (NACI) background investigations are approximately $408 when the SIC adjudicates them.

34. Question: What is the process for supplying and returning the on-site paper documents for processing?

Response: On-site work will have a designated location for records to process and disposition of records completed.

35. Question: Given the complexity of the project, will a site visit be allowed for further clarity of the scope of effort?

Response: There will be no site visit.

36. Question: Can we bulk import data into VA CPRS software through an existing interface? If so, what format and indexes need to be used?

Response: No bulk importing. Records must be processed individually.

37. Question: Will all the documents be ready to picked up for scanning, or will some become available each month?

Response: Documents are received daily. Notice of available work will be made as the records are received.

38. Question: What format and indexes are available with documents retrieved from TPA or VHSO fax service?

Response: Refer to PWS section 1.1.14

39. Question: After electronic records are indexed, can they be bulk imported into CPRS through an existing interface?

Response: No bulk importing. Records must be processed individually.

40. Question: Are we responsible for requesting and replacing illegible or missing information?

Response: Yes. Contractor is responsible to request corrected documents from community provider if documents are not acceptable (illegible or missing information) for upload to medical record.