Amendment 36C26026Q0736 0003.pdf

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 ITEM 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 reference 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

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)

1 4

0003 06-18-2026

648-26-4-4097-0019

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

To all Offerors/Bidders

36C26026Q0736

X

X X

648-3660152-4097-841100-1001 010041083

X 1

This is a Q&A Amendment. See questions and answers on Page 2. Answers are in red. This is the final Q&A amendment.

Peter Park Contracting Officer

VA-VHA-RPOW-2025-0039

CONTINUATION PAGE

• For planning and pricing purposes, can VA confirm whether document pick-up and delivery will be provided by VA, or whether the contractor will be responsible for arranging and managing the transportation of documents between VA and the contractor’s facility? It will be done remotely

Follow-up Question: Will the contractor be responsible for all costs associated with the pick-up, transportation, and return delivery of record boxes from the VA facility in Portland, Oregon, or will these costs be borne by the Government? No pickup and delivery because all are electronic (pdf).

Question: Can you confirm there are no Physical paper documents involve which require digitization or scanning? NO physical paper documents involved

• Scope of work - "Specifically, the Contractor shall perform scanning and indexing of newly generated and backlogged clinical documentation for inclusion into the health record, including VACC documentation, at VA in a defined, accurate, timely, measurable, and fiscally responsible manner that protects the interests of VA. There is an estimated backlog of 250,000 pages. " and "All clinical documentation that shall be scanned and digitized and shall be incorporated into VistA Imaging." and "Contractor shall be required to scan documents with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging specifications"

Question: All the above information from the SOW suggests that there would be Paper documents which will require digitization at 300 DPI into VistA Imaging. Can VA please clarify what does it mean if we are only dealing with electronic documents and no paper documents? Documents are faxed in from various services and clinics. They are reviewed, processed and uploaded to the correct patient account and indexed therein accordingly in the CPRS electronic health record. This will eventually be Cerner.

• For pricing purposes, can VA provide an estimated total image count for the 2,000 units?

The current page range of 1–30 pages per unit creates substantial uncertainty, as the total volume could vary from approximately 2,000 to 60,000 images. Your assessment is accurate, however we don’t have an estimated total as it varies.

Follow-up Question: Given that VA is unable to provide an estimated total image count for the current requirement, can VA provide historical production data from the incumbent task order? While we understand that image counts may vary based on the number of pages per record, historical image volume data would provide Contractors with a reasonable basis for estimating workload, developing staffing assumptions, and preparing more accurate pricing proposals. On the latest contract/TO, the number of pages ranged from an average of 1466.5/month to an average of 2910.66/month. Pages per record vary. Invoiced units per month averaged 1467 previous year and 2705 this year.

Question: Based on the information provided, can you please confirm the assumption that the current TO is 5,000 Units/Month however, the average volume for last year was only 2,705 Units/Month? You mentioned previous year, the average was 1,467 Units/Month - Can VA provide the contract number and Incumbent information for the previous year? 2024 BPA/TO# is 36C10G23A0003 36C26024N0309. You only invoice what you completed based on the awarded unit price. 5,000 units were more of the NTE (not to exceed) volume under that contract and there are actual assigned volume and burn rate (actual volume you completed). Here is the FY 26 invoice volume summary (so far) for your reference:

Month Invoiced volume

25-Jul 2746

25-Aug 4769

25-Sep 3659

25-Oct 2022

25-Nov 2471

25-Dec 1797

26-Jan 3153

26-Feb 2592

26-Mar 2928

26-Apr 1792

26-May 1826

• SOW Background - "The VA has a requirement for indexing of medical and administrative active record files into VistA Imaging, an electronic medical records system" and Specific Tasks "Whether scanning or importing, the Contractor shall index the documents into VistA Imaging by appropriate index term (e.g., Fee, application, correspondence, advance directive, medical record, flow sheet,), and ensure the indexing values are assigned properly."

Question: Does a single unit consist of an entire patient record that may contain multiple document types (e.g., fee documents, applications, correspondence, advance directives, medical records, flow sheets), with the contractor responsible for identifying, separating, and indexing each document type accordingly? Alternatively, is each document type considered a separate unit ? Can VA provide more information on what a "Unit" document type would be?.). Units are individual pdf files, which come sorted by the type (Dialysis, BTRF, OMR, PO, Rehab, Admin, Chiro, etc.). BTRF are 1 page; Dialysis are 2 pages. Everything else varies from 1 page to 120, though usually 10 or less pages. The scans (pdf) are reviewed, uploaded and indexed accordingly in CPRS. Previous contracts have counted them both ways.

• Question: Can VA provide a representative example of what constitutes one unit, including the typical document composition, number of document types, and indexing requirements associated with that unit? See previous answer above and attachment

• Document Preparation - Are the documents of type Light Litigation (few staples/clips), Medium Litigation (Multiple Staples/Clips with Sticky Notes) or High Litigation (Lot of Staples/Clips, Onion Skin Pages, Fragile documents)? N/A as they are not working on site but remotely, so everything would be scanned in.

Question: Can VA elaborate the response of "everything would be scanned in" since we are only dealing with electronic records and no paper records?

Everything is already a pdf (or rarely a JPG image in the case of OPTOMETRY RX) when the contractor receives it.

• Will Portland VAMC provide GFE to the awarded contractor (Desktop, PIV Reader) in support of remote work? No

• Will 100% remote telework be approved for the awarded contractor? Yes