Questions-Responses_for_NIHCC-14-008822_-_OPC_and_MRD_responses.pdf

NIHCC-14-008822, Questions and Responses

1. The posted document titled “Transcription RFP” starts with page 2, which indicates on the top it is a continuation of “form 1449”. It appears page 1 of “form 1449” is missing from this document? An amendment was issued on 7/24/14 to attach the 1449.

2. The solicitation indicates that for purposes of the Wage Determination under the Service Contract Act, we should utilize Occupation Code – 01612 – Word Processor II. However, based on the required services listed in the “Statement of Work” at least 75% of the required services will need to be performed by highly qualified Medical Transcriptionists, which has an Occupational Code of – 12195 – Medical Transcriptionists. Word Processors can type or do word processing, but they are not qualified to do “medical transcription”. Medical transcription is a highly qualified profession that requires years of previous experience with in-depth knowledge of medical terminology, medications, physiology and anatomy. I’m confident NIH would not be very happy with the quality of work performed by Occupation Code – 01612 – Word Processors II. Our company will only provide qualified medical transcriptionist in the performance of services. It order to provide the medical transcriptionist we will be paying the required wages as required by the Wage Determination under the Service Contract Act for Occupational Code of – 12195 – Medical Transcriptionists. I would ask that NIH consider modifying the Wage Determination to better reflect the personal required for the performance of the Statement of Work. NIH/CC agrees that “Occupation code – 12195 – Medical Transcriptionists” is more appropriate for this contract, therefore the Wage Determination will reflect Occupation Code-12195.

3. On page 19 of the Statement of Work item # 2.21, it references a “Task 2” that is included in the Statement of Work. I’m unable to locate any information that pertains to a Task 2. Was Task 2 accidently omitted or is this a typo? If it is a typo, can it be assume that the primary dictation system “must” be placed and maintained on-site at the NIH campus? Yes, this was a typo and the “Task 2” reference should be removed. It should read “This Statement of Work requires that the contractor maintain such a system directly within the Clinical Center’s Data Center.”

4. I was not able to find any information that specifies how many hard copies of the proposal are required and to whom and what address the proposals should be delivered.

In accordance with page 47 of the RFP-all proposals shall be submitted electronically to spolk@cc.nih.gov .

5. Whether companies from Outside Canada can apply for this ?? (From India or USA) Statement of Work item #1.3 states that “All work performed under this contract must be based out of and completed from United States based office environments with no overseas dictation services/transcription/editing/report completion permissible.” Work done in Canada or India is not permissible.

6. Whether we need to come over there for meetings ?? Statement of Work item #6.3 states “In person meetings will be conducted between personnel of the MRD and the contractor’s senior onsite manager on an as needed basis, but at least once each month during the course of this contract.”

7. Can we perform the tasks (related to RFP) outside Canada ?? (From India or USA) Statement of Work item #1.3 states that “All work performed under this contract must be based out of and completed from United States based office environments with no overseas dictation services/transcription/editing/report completion permissible.” Work done in Canada or India is not permissible.

8. Can we submit our proposals via email ? See the response to question 4 above.

9. We are a small WOSB/HUBZone firm looking to bid on the NIH Dictation and Transcription requirement. We specialize in putting disabled vets to work, primarily on a remote/telework basis. Would it be acceptable to employ this strategy for the work under this contract, using virtual/remote employees? All transcription shall be done on a remote basis, but according to Statement of Work item #1.3.4, “the MRD requires that the vendor provide a full-time on-site staff person located within the MRD office environment to assist with the medical staff liaison responsibilities”.

10. I have found different proposal due dates for NICCC-14-008822. Are proposals due 8/21 or 8/13? The RFP response date is being extended to: August 25, 2014, 10:00AM EST.

11. I believe I have found a discrepancy in the number of lines that are expected to be transcribed for the MRD. On Page 35 of the Statement of Work, 10.3 (see below) it shows the number of line to be 2,900,000. However, on the Form 1449, ARTICLE B.2 PRICE. Base Contract Year; October 1, 2014 – September 30, 2015, the total number of lines stipulated are 2,175,000 (see below). This is a 25% difference in the number of lines. We have based our cost on the need for transcribing 2,900,000 lines. Can you please advise which is the correct estimated number of lines to be transcribed.

10.3. Medical Record Department projections for production of medical reports, preliminary autopsy reports, final autopsy reports, and letters for sixty months are indicated below.

Initial 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

2,900,000 lines 2,900,000 lines 2,900,000 lines 2,900,000 lines 2,900,000 lines 31,000 reports 31,000 reports 31,000 reports 31,000 reports 31,000 reports

Article B.2A

Base Contract Period: October 1, 2014 through September 30, 2015

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,200,000 Lines

Medical Reports (reviewed speech recognition documents)

975,000 Lines

Pathology Reports 11,250 Reports

Total amount for Base Period

There are 2 items to discuss here:

1. The awardee will only provde the first 6 months lines at a rate of 50% and this is why the base year’s lines are somewhat lower for the awardee (as per SOW item #1.3.5). What’s reflected in item 10.3 of the Statement of Work is the total line count production expected (regardless of who is providing the service).

2. The line counts that were reflected in the RFP and SOW are incorrect. Below are the corrections:

From the SOW item # 10.3:

10.3. Medical Record Department projections for production of medical reports, preliminary autopsy reports, final autopsy reports, and letters for sixty months are indicated below.

Initial 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

Successive 12-Month Period

3,215,000 lines 3,317,000 lines 3,317,000 lines 3,317,000 lines 3,317,000 lines 31,000 reports 33,000 reports 33,000 reports 33,000 reports 33,000 reports

From the RFP Articles B.2A and B.3A:

Article B.2A

Base Contract Period: October 1, 2014 through September 30, 2015

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,350,000 Lines

Medical Reports (reviewed speech recognition documents)

1,050,000 Lines

Pathology Reports 11,250 Reports

Article B.3A

Option Period 1: October 1, 2015 through September 30, 2016

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,900,000 Lines

Medical Reports (reviewed speech recognition documents)

1,400,000 Lines

Pathology Reports 17,000 Reports

Option Period 2: October 1, 2016 through September 30, 2017

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,900,000 Lines

Medical Reports (reviewed speech recognition documents)

1,400,000 Lines

Option Period 3: October 1, 2017 through September 30, 2018

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,900,000 Lines

Medical Reports (reviewed speech recognition documents)

1,400,000 Lines

Option Period 4: October 1, 2018 through September 30, 2019

Description Quantity Unit Unit Price

Total Amount

Medical Reports (direct transcription) 1,900,000 Lines

Medical Reports (reviewed speech recognition documents)

1,400,000 Lines