Q603--Medical Transcription Services

The Martinsburg VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below.

As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.

Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice.

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.

This service will be implemented using the North American Industry Classification System (NAICS) Code 561410.

If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered.

NOTES

All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to craig.armagost@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than October 5, 2023 at 1:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

INTERESTED & CAPABLE RESPONSES:

NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your:

Business name (including Unique Entity ID (SAM.gov), business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address).

Capability statement

GSA Contract number, if applicable, to include NAICS

Brief summary of categories of professional services that your company can provide.

Applicable Certification(s)/Licenses

STATEMENT OF WORK

The Martinsburg Veterans Administration (VA), 510 Butler Avenue, Martinsburg, WV 25405 has a requirement for digital dictation, traditional and correction editing medical transcription services using contractor supplied dictation equipment. In accordance with FAR 4.703, contract files must be maintained for 3 years after final payment. The contractor must destroy the files on the anniversary of the third year after final payment. The vendor is not to subcontract work to another transcription firm without prior VA approval.Â

All transcription and verification services must be performed in the United States of America, including US territories. There are no Exceptions.

Reports to be transcribed include: discharge summaries, operation reports, non-operative procedure reports, progress notes, consultations, and miscellaneous reports.

Material to be transcribed includes technical and medical terminology including a wide variety of specialized vocabulary. Material is dictated by many different physicians and allied health personnel with a wide range of dialects, vocal delivery, tone, pitch, volume, pronunciation and enunciation. All documents are dictated and transcribed in the English language. Contractor is responsible for accurate spelling, appropriate format per samples to be provided by the COR, and minor grammatical and punctuation changes to assure appropriate sentence structure as necessary. Contractor shall be responsible for checking medical dictionaries and reference sources when required to distinguish between similar sounding medical terms.

VA will allow the contractor s staff to work off-site (i.e., at the employee s primary residence). However, the contractor s project manager is responsible for ensuring that their employees maintain the records in a safe and secure environment. Any examples for content, reference, or formatting must be de-identified.