Questions and Answers.docx

Medical Record Scanning and Record Management Services 36C26123Q0788 Questions and Answers

1. Question: Can companies from Outside USA apply for this?

Answer: No because this contract requires access to PII and medical records, they would need to complete full background checks with ISSO approval, and the contractor would require full CPRS and Vista software access to scan documents.

2. Question: Whether we need to come over there for meetings?

Answer: Yes, at least twice per year as VHA requires on-site inspections of the storage facility and completion of assessment questionnaire.

3. Question: Can we perform the tasks (related to RFP) outside USA?

Answer: No because this contract requires access to PII and medical records, they would need to complete background checks with ISSO approval, and the contractor would require full CPRS and Vista software access to scan documents.

4. Question: Can we submit proposals via email?

Answer: Quotes will only be accepted via email to cindy.smith@va.gov no later than the closing due date and time.

5. Question: Is splitting this requirement between digitization and storage possible?

Answer: No, the requirement will not be split into separate solicitations.

6. Question: Would the Government please consider extending the proposal due date to July 17, 2023?

Answer: The closing due date is extended to 07/17/2023 at 10AM Hawaii Standard Time.

7. Question: Regarding 1 .3 record management storage, and 8.1: Please confirm if you use the industry standard one linear foot for every “Bankers Box” having a size of 15" x 12" x 10" and having a volume of 1 cubic foot. Worthy of note is that a 24” x 12” x 10” "bankers box" it's considered 2 linear feet.

Answer: Our current standard box size is 16L x 12.5W x 10H with a volume of 1.2 cubic feet.

8. Question: Regarding 7.1.2, scanning and indexing documents: You request files be remotely scanned into "VistA imaging", please provide additional information on who would provide specific training in order to use it [as referenced in bullet 6].

Answer: VAPAHCS would provide initial training to contractor and any updates. Contractor will be responsible for on-going training and training of new staff.

9. Question: Is it possible for the vendor to export PDF/A files along with an XML database of the indexes and then the VA hospital staff c ould import those into VistA? ( faster, done by experienced VistA users, less expensive, more..)

Answer: No, this requires staff to scan paper documents and then index them into Vista Imaging software.

10. Question: Please confirm the vendor can export PDF files using their high-speed capture software, and as a separate step, VistA can import these images. (A two-step process; 1) scan, index and export, then 2) go into VistA and import [into the EHR].

Answer: “indexing” is referring to indexing into Vista Imaging using VHA standards for creating a progress note with appropriate note titles, document descriptions and signing that note. The PDF document will need to be attached to this note and linked in Vista Imaging.

11. Question: Regarding 10. Phase out: What is the location of the incoming vendor that has the 28,000 linear feet of boxes?

Answer: San Jose, CA