Ammendment_3_Questions_&_Answers_18Apr18.docx

The following are questions that had been asked concerning this solicitation and the corresponding answers. Any changes to the solicitation or the Performance Work Statement will be made by official amendment to the solicitation.

1. Is this is a new requirement? Is there an incumbent, and if so what is the contract number?

ANSWER: This is not a new requirement. It had previously been performed by InSync Healthcare Solutions LLC under contract # FA4427-18-0030. It has also been performed by Banyan Solutions Inc. under the micro purchase threshold through Government Purchase Card (GPC) buys.

2. In regards to paragraph 9 of the solicitation:

“Contractor must provide proof of access to website by testing connection. This will test if contractor and end user (Air Force server/system) systems are compatible. To test connection the contractor must provide a link to their website that their service will be conducted on, and allow end user to create a password and username (a profile/account). If government is capable of doing these task and has access to all website features through the government's server, this will deem the contractor is compatible with Air Force server systems and be considered technically acceptability.”

Our Question is: Are we to provide a pre-created username and password for the government to use, or do you expect us to provide the government end user the ability to create their own username and password? Given the HIPAA and privacy requirements on our system and referenced in the RFQ, we do not allow users to create their own accounts. We do allow them to change their passwords and profiles.

ANSWER: This refers to paragraph 9 of the solicitation. The Government’s intention is to test the Air Force’s connection. Either provide a pre-created user/password or give us the ability to create our own for test purposes. See solicitation for more information.

3. Page 3, paragraph 5.1 Line Accounting of the Performance Work Statement (PWS) states Contractors should adjust margins “to ensure full lines that average 80 strokes.” However, the industry standard is 65 characters per line. Will the Government please clarify if there is a difference between a character and a stroke? It is recommended that the PWS be amended to require 65 characters per line in order to maintain industry standards.

ANSWER: The 80 strokes has been updated to the industry standard of 65 strokes. See updated PWS.

4. In the PWS, on Page 3, #2 under sub-letter f, you state that if signed notes cannot be printed, an alternative method should be used – is the government requiring the website software the ability to digitally sign the dictated notes? Please clarify. We ask because it makes more sense that the physician signs the note once it is in the final Electronic Health Record (EHR) system, eliminating the need for the physician to sign the same record x 2.

ANSWER: The government is not requiring the ability to digitally sign the dictated notes within the contractor’s system. This paragraph states that if the dictated notes cannot be downloaded and printed through the website, then the contractor shall use AMRDEC Safe Access File Exchange (SAFE). This has been updated in the PWS on page 3. Paragraph 2. Section (f).

5. Will the Government consider requiring employees to be U.S. Citizens to ensure all vendors are registered in the System Award Management (SAM) and are fully compliant with the Representations and Certifications contained in the SAM registration?

i.e., FAR Clause 52.225-13 Restrictions on Certain Foreign Purchases, DFARS 252.225-7048 Export-Controlled Items, DFARS Clause 252.225-7036 Buy American--Free Trade Agreement--Balance of Payments Program--Basic (AUG 2016). While eligible products from WTO GPA and FTA countries are entitled to the nondiscriminatory treatment specified in FAR 25.402(a)(1), this subpart does not apply to acquisitions set aside for small businesses in accordance with FAR 25.401(a)(1).

ANSWER: The 60th Contracting Squadron is not directing contractors to require employees to be U.S. citizens; however, contractors still must abide by U.S. laws & statutes, the clauses in the solicitation, and subsequent contract. Vendors must hold an active registration in System for Award Management (SAM). See page 4 of the solicitation, under #10. DFARS Clause 252.225-7048, and DFARS Clause 252.225-7036 and not included in this solicitation.

6. Will the Government please include the number of physicians the Contractor will be supporting with transcription services?

ANSWER: The 60th Medical Treatment Facility (MTF) has 40-50 medical providers that will require inpatient transcription service support.

7. Page 4, paragraph 4.2 TAT (Turn-around-time) of the PWS states “the Contractor shall type all dictated reports within 24-clock hours of the dictated time, including weekend and holidays.” Will the Government please provide an average time of when the Contractor will provide transcription data during a normal workday and also weekends and holidays?

ANSWER: The 60th MTF medical providers typically would require transcription during normal work hours (7:00 am- 5:00 pm) Monday – Friday. The TAT, in accordance (IAW) with paragraph 4.2 of the PWS on page 5 and appendix B on page 13, would require the dictated reports to be returned within 24 hours of the 60th MTF provider’s dictation. There are no routine weekend/holiday transcription requirements, however there may be emergencies that would require the same 24 hour TAT IAW the PWS during weekends/holidays.

8. Page 4, paragraph 4.3 Surges of the PWS states, “the Contractor will be required to maintain the standard, 24-hour turnaround time for completion of reports during normal workflow fluctuations.” Does the Government consider a surge a normal workflow fluctuation?

ANSWER: A surge is concidered nornal workflow and is addressed here in the PWS to ensure that the standard of the 24 hour turn around on notes must be maintained in order to comply to Joint Commission and AF Medical Service Coding Guidelines.

9. Page 9, paragraph 13 DoD Freedom of Information Act (FOIA) Program of the PWS states “if the Contractor receives a FOIA request the Contractor shall immediately hand-carry it to the base FOIA manager for processing.”

0. How often is the Contractor required to hand-carry a FOIA request to the base FOIA manager?

0. Can the Contractor send a FOIA request through a certified, encrypted mechanism, such as AMRDEC, to decrease the costs associated with receiving a FOIA request?

ANSWER:

a. This situation has not occurred in the past four (4) years and there is not an expectation for it to happen anytime soon.

b. In the event that a FOIA request is given to the Contractor, AMRDEC would suffice to send the information to the Government point of contact.

10. Will the Government consider requiring a medical staffing past performance reference to ensure the Contractor is able to support the objective of this PWS?

ANSWER: No, quotes shall be evaluated for technically acceptability IAW paragraph 9 of the PWS.

11. In an effort to reduce turnover, is it important to the Government that Contractor employees receive compensation plans?

ANSWER: That is between the Contractor and the employees. Contractors are required to follow the statues of the Service Contract Act.

12. Page 3, Item 2. System: “ … Contractor will provide all necessary hardware and software, not currently owned by the MTF, …”; How would the USAF like the costs for Dictation system and software licenses required for Transcription Services addressed in the proposal response since unit costs are based on the # of Lines per contract year?

ANSWER: Please see update on page 3. Paragraph 2 of the PWS. This requirement does not include the purchase of any new software/hardware and its installation.

13. In reference to 3. Requirements on Page 4 of the PWS -

“ 3.1. Minimum Qualifications: Transcriptionists will have sufficient education and experience that may have certificates in Registered Healthcare Documentation Specialist (RHDS) and/or Certified Healthcare Documentation Specialist (CHDS) so that the objective of this PWS is met. The contractor shall ensure that the supervisor and alternate have current and valid professional certification from American Association of Medical Transcriptionists (AAMT).”

I interpret the verbiage to be “desired but not required” in wording.

ANSWER: Please see updated PWS. Contractor shall comply with the requirements set forth in the PWS.