Solicitation_Amendment_0001_for_W81K00-18-Q-0164.pdf

W40M USA HLTH CONTRACTING ACT

REGIONAL HEALTH CONTRACT OFF CENTRAL

POC: PATRICIA PFENINGER

3551 ROGER BROOK DR BLDG 3600

FORT SAM HOUSTON TX 78234-6200

0011121850

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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 (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this Solicitation Amendment is to do the follow ing:

1. Provide answ ers to offerors' questions.

2. Extend solicitation w ith new closing date for Friday 10 August 2018 @ 12PM CST.

3. No more questions w ill be entertained.

Offerors shall acknow ledge this amendment by filling and completing blocks 8 and 15A-C and return w ith offer. Offerors shall still complete original 1449 along w ith all required documents as set forth in solicitation and this amendment (if applicable).

1. CONTRACT ID CODE PAGE OF PAGES

J 1 6

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 01-Aug-2018

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W81K0018Q0164

X 9B. DATED (SEE ITEM 11)

20-Jul-2018

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer 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:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram 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 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 telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

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.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

01-Aug-2018

CODE

W40M USA HLTH CONTRACTING ACT

REGIONAL HEALTH CONTRACT OFF CENTRAL

2539 GARDEN AVENUE

JBSA FT SAM HOUSTON TX 78234-0000

W81K00 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE W81K00

FACILITY CODECODE

EMAIL:TEL:

W81K0018Q0164

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND ANSWERS PART 1

SOLICITATION W81K00-18-Q-0164

MEDICAL REMOTE TRANSCRIPTION SERVICES

QUESTIONS AND ANSWERS

1.Whether companies from Outside USA can apply for this? (like,from India or Canada) No, companies that apply will need to be in the USA.

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

Meetings can be conducted via conference calls when necessary. If it is necessary for a face to face meeting, travel will be at the contractor’s expense.

3.Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) No

4.Can we submit the proposals via email?

Please refer to 52.212-1 “Instructions to Offerors” in the solicitation.

5.Please provide the amount per line the government is paying the incumbent on the current contract.

This information is source selection sensitive and cannot be shared.

6.Where is the dictation captured? Is SEDTS in on our site or yours?

The government currently uses NUANCE DICTAPHONE to capture the dictations for transcription. Both. We have secure dictation on our side and the contractor will receive a government GFE which will allow secure transmission of reports.

7.Will staff transcribe directly into your system or can we interface with your system by uploading bulk lines in HL7 format? Thereby maintaining QA and line counts at vendor site?

The vendor will upload bulk line in HL7 format. The government will maintain the line count through the NUANCE Dictaphone system. The vendor will need to QA all reports sent to the government.

8.Is it possible to complete all work remotely and upload to Brooke via VPN in bulk rather than individual documents?

Reports will need to be uploaded individually as they have a job number assigned and will need to be uploaded as an individual report.

9.Who will monitor the line counts?

The government will monitor line counts, which is pulled from NUANCE Dictaphone suite.

10. Can a QA supervisor of the vendor monitor the quality of the transcription?

Yes. The contractor’s supervisor is required to monitor the quality and accuracy of transcription.

11. Please verify the proposal submission time is 12:00 AM, and not 12:00PM CST.

Please refer to solicitation amendment for new closing date. Time will still be 12PM CST.

12. Does the Base Year include a Transition period? Contractor employees may not be able to start work immediately since all MTs will need a T1 (formerly NACI) investigation prior to beginning work. However, if transition period is necessary, it will be at contractor cost.

13. Will the government provide details on transition in and out requirements? Government will provide details on transition in requirements. Contractors will be instructed in the use of GFE and use of software. Please refer to PWS Part 4 for more detail information.

14. PWS 1.17 Immunizations: Contractor employees will furnish shot records at the time of in-processing to meet OH immunization requirements. Will immunizations be a requirement since Transcriptionists will not be located at a government facility, but rather working remotely?

Yes, all contractors are required to meet OH immunization requirements regardless of the contractor’s physical work location.

15. Are PWS 1.19 Key and Lock Combinations and PWS 1.20 Key Control applicable since Transcriptionists will be located in remote sites?

Not applicable, but mandatory in PWS contract language. However, contractors are still required to protect patient information as guidelines set forth in the PWS and solicitation.

16. PWS 4.5 Termination of Employment: Contractors will return GFE and CACs to COR within 24 hours (or next business day) upon termination from employment or the contract. Since the Transcriptions will be located in remote sites, will the government extend the turnaround time on out-processing of terminated employees return of GFE from 24 hours to 48 hours?

48 hours is permissible. Contract MTs will sign hand receipts indicating they are liable for replacement costs for lost or damaged equipment. GFE will be hand delivered to the COR within 48 hours. Contractor is required to out-process when returning GFE.

17. 4.7 iRAPT Invoice: Contractor shall submit invoices in accordance with contract through iRAPT. 4.8 Invoice and Billing: The COR will verify the invoice and will submit for acceptance to the Defense Finance and Accounting Office for payment through the IRAPT. Will the government clarify who is responsible for iRAPT invoice submissions?

It is the contractor’s responsibility to submit invoices in iRAPT. The government’s responsibility is to review, validate and approve invoices for payment.

18. 4.9 Army Knowledge Online Registration: Upon contract award, contractor shall provide names of all personnel performing under contract. Will the government provide a list of incumbent SCA personnel at contract award?

Yes, that is correct.

19. 5.3 Hardware and Software Updates: Due to periodic updates to hardware and software, GFE must be brought into the BAMC Helpdesk every 30 days for updates and when a contractor is issued a new CAC. Will GFE hardware and software updates be completed through VPN or is the Contractor required to physically ship GFE to the BAMC Helpdesk for updates?

Some updates can be done via VPN but there are some updates where the GFE needs to be connected to the BAMC Network or else the vendor will have connectivity issues with the GFE. The GFE will need to be hand-walked into the BAMC Customer Service Support Center for updates and CAC provisioning. The GFE shall not be mailed in for updates.

20. 5.4 Workload Requirement: Workload can range from 50,000 to 140,000 lines per month. Workload Data History. The per month workload range provided in the PWS 5.4 greatly differs from historical data provided – Will the government provide the anticipated workload for the new contract?

Workload will range from 50,000 lines to 140,000 lines per month.

21. 252.204-7012 references to NIST 800-171 and Fedramp. Can the government verify that all data will be stored on government equipment and not on the Contractor’s systems?

Data containing Personal Health Information will not be stored on the contractor’s system.

Contractor will be issued GFE in order to perform the duties of this contract.

22. Are there any areas that you’d like to see improved upon with regards to your current vendor?

Government is not able to answer this question.

23. What is your current vendor charging you per 65 character line?

This is source selection sensitive information and will not be provided.

24. 52.212-1 Instructions to Offeror: Will the Government please identify the location within the proposal attachments where assumptions shall be addressed?

Government is not clear about this question.

25. Is there any specific information you are wanting in the proposal for this particular solicitation.

Yes, please follow solicitation instructions and refer to question and answer 4.

26. The quantity of 1,600,000 is the number of expected lines for one year.

Yes, up to 1.6 million lines for one year. Number of lines may be less per year, but no more than 1.6M.

27. The base + 2 options - are for individual years totaling 3 years.

Correct.

28. In what format does the proposal need to be submitted?

Please refer to question and answer 4.

29. The solicitation has the initial information and then "see schedule" I do not see any schedules attached - like we see in other solicitations. Is this represented in pages 3 to 5?

That is correct.

30. The information in this is only the total amount for the quantity. Do you not need other information about the transcription itself? The technical specs, how the information will flow back and forth (digital recorders, toll free dictations system, report transmission etc). How do we send information to you? No place on the solicitation.

The vendor will send documents back to the government through Enterprise Editor which is part of the NUANCE Dictaphone dictation/transcriptions suite. Any communication about reports can be communicated through government secured email. The vendor will be provided a government email to send information back and forth through a secure portal.

31. How do we submit the final proposal? Via email?

32. I see 3 documents: Solicitation_W81K00-18-Q-0164, general information document, sample past performance reference list. Are there any other documents I am missing?

Please refer to instructions set forth in solicitation. Also, please see question and answer 4.

33. I do not have a CAGE number to bid SOLICITATION NUMBER: W81K00-18-Q-

0164. I would like to place a bid for this proposal.

34. With respect to Section 5.3 HARDWARE AND SOFTWARE UPDATES –Would it be permissible to overnight equipment for updates? A postage paid box would be provided to return the equipment to the remote MT.

GFE will not be shipped to us for updates. All updates and troubleshooting will require the contractor to physically bring the GFE into the Customer Service Support Center.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 03-Aug-2018 12:00 AM to 10-Aug-2018 12:00 PM.

(End of Summary of Changes)