S06 Solicitation Amendment 36C26325Q0463 0001.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 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)

03-03-2025

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK 23 CONTRACTING OFFICE

2101 ELM STREET (04-S)

FARGO ND 58102

04-S

DEPARTMENT OF VETERANS AFFAIRS

NETWORK 23 CONTRACTING OFFICE

2101 North Elm Street Building 30 (04-S)

FARGO ND 58102

To all Offerors/Bidders

36C26325Q0463 03-05-2025

X

X

X

See CONTINUATION Page

The purpose of this amendment is to:

1. Respond to the vendors questions. See questions and answers on the following page.

Joseph Bloomer Contract Officer

VA-VHA-RPOC-2024-0032

CONTINUATION PAGE

Vendor Questions in Bold/VA Responses in Red

1. Could you please provide the volume for the past 6 months? Previous workload was approximately 25,000 lines a month.

2. STAT Requirements What percentage of reports are expected to be STAT on an average day? There have not been any STAT reports since transcription has been contracted out.

What is the expected volume of after-hours STAT requests? Again, no STAT reports for after hours or during hours due to contracting out.

3. Incumbent Contractor & Pricing Is this solicitation a recompete of an existing contract? Yes Have there been any material changes to the scope or volume compared to previous awards? No Can the VA share historical pricing benchmarks for similar work? Historical prices can be found on the Federal Procurement Data System Historical prices can be found on the Federal Procurement Data System Federal Procurement Data System - Next Generation

4. Geographic Preference Are there any regional considerations that may impact award selection? No

5. System Access & Integration Are there existing API or HL7 integration points available for automated transcript delivery? There have been but, recently we have done uploading of reports ourselves.

6. Quality & Accuracy Metrics How is accuracy measured? Is there a rubric to assess critical, major, and minor transcription errors? Is there a formal monthly audit or sampling process? The contract is expected to audit, we may do random focused audits if issues are identified.

7. Volume & Workload Distribution The solicitation estimates 17,000 lines per month—can the VA confirm if this is a historical average or if volume fluctuates? Using historical average Is there a guaranteed minimum monthly volume, or could actual workload be significantly lower? Guaranteed minimum monthly volume.

8 Background Checks How long does the background check process typically take before new staff can begin work. 2-3 weeks

9. Billing Structure & Rate Adjustments Are rate adjustments permitted in response to changes in federal minimum wage or mandated labor costs under wage determinations? Mandated labor costs under wage determinations.

If volume significantly exceeds or falls below the estimated 17,000 lines per month, how will that affect payment? Should have no impact, pricing is usually by the line transcribed with a 65 visible character line.

10. Multiple Award vs. Single Vendor Does the VA anticipate awarding this as a single contract or potentially splitting it among multiple vendors? Single Award

11. Penalties for Turnaround & Quality Issues What level of grace period or remediation opportunities are provided before penalties are applied for missed TATs? See SOW: NON-CONFORMANCE OF QUALITY STANDARDS If accuracy rates fall below 99.5% in an isolated case, will the entire month be penalized, or are penalties assessed per report? Errors over the acceptable error rate of 0.5 % per total lines for day, at the Government’s option, may be returned to the Contractor for correction at no additional charge to the MVAHCS and returned within 4 hours or corrected by facility employees and a deduction of $0.60 will be taken from the amount otherwise to be paid to the Contractor for each error in typing data which is verifiable. The Contractor must submit a monthly quality control report of any documents returned for errors. This report must address corrective action taken and follow-up.

12. Contract Expansion Opportunities Would the VA consider adding additional facilities under this contract in the future? No If the VA plans to move to AI-assisted transcription over time, would contractors be eligible to provide that solution? Not under this contract.

13. Contract Award & Start Date When does the VA anticipate making an award decision? Estimated date, March 14, 2025 What is the expected contract start date? April 14, 2025

14. Question about the method of audio retrieval. Is it done through an 800 number, EMR, or digital recorder? 800 number