R603--Medical Transcription Services

This is a Sources Sought Announcement Only. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below in italic.

The VA Health Care System has a need at multiple locations. New Mexico VA Health Care System (NMVAHCS) located at 1501 San Pedro Drive, SE,. Albuquerque, New Mexico 87108. Southern Arizona VA Healthcare System (SAVAHCS), Phoenix VA Healthcare System (PHVACS), and the several Community Based Outpatient Clinics (CBOC) are seeking a qualified contractor that can provide all personnel, facilities, and equipment (supplies, machines, materials, parts, hardware, software and a toll-free phone number for the VA to perform medical transcription services as stated herein, outside the premises of the VA. The Contractor shall provide transcription services within prescribed turn-around times, seven (7) days a week, twenty-four (24) hours a day.

The Contractor shall perform all transcription services to include electronic transmission of transcription to the VA on a daily basis twenty-four (24) hours per day, seven (7) days per week including weekends and holidays. Contractor shall maintain an overall 98% accuracy rate, maintain timely completion and transmittal of transcription and provide a primary contact within Contractor Company to expedite resolution of issues that may arise.

The VA Medical Center requires that the Contractor assign a Project Manager for the purpose of supervising and training contractor personnel and insuring compliance with contract provisions.

Performance and verification of medical transcriptions are required to be physically located, and the work is to be conducted within the United States.

The type of reports dictated for transcription by the Contractor shall include:

Discharge Summaries

Operation Reports

Non-OR Procedure Reports

Compensation & Pension Reports

Consultations

Progress Notes to include inpatient attending and outpatient notes

History and Physical Examinations

Agent Orange/Persian Gulf Exams

Procedures (to include but not limited to echocardiograms, stress tests, Doppler tests)

Mental Status Examinations Notational Assessments and Integrated Summaries

Stat reports All work types

Miscellaneous Reports (to include but not limited to letters and telephone consents)

Radiographic reports/ nuclear medicine.

Pathology reports

Important Information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to the sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561410 ($19.0M).

Notice to Potential Offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail, or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85743 or by e-mail to Mark.welshans@va.gov. All information submissions to be marked Attn: Mark Welshans Contracting Specialist, and should be received no later than 09/03/2025 at 12:00 AZ time on the due date of the sources sought notice.