Medical Transcription Services C5822

The Commonwealth of Kentucky, through the Cabinet for Health and Family Services, Department for Public Health, and Office for Children with Special Healthcare Needs (OCSHCN), is seeking a vendor to provide secure, accurate, and timely tele-dictation and medical transcription services for pediatric specialty providers across eleven locations throughout Kentucky, including Barbourville, Bowling Green, Elizabethtown, Hazard, Lexington, Louisville, Morehead, Owensboro, Paducah, Prestonsburg, and Somerset. Services must include toll-free telephone access, secure mobile applications, web-based portals, and transcription of various pediatric medical reports including patient visits, consultations, referrals, and discharge summaries. Contractors must maintain a 98% or greater transcription accuracy rate, deliver standard reports within 24 hours, and deliver stat reports with expedited 4-6 hour turnaround times while ensuring full compliance with HIPAA and federal privacy regulations. The initial contract term runs from July 1, 2026, through June 30, 2028, with renewal options for up to two additional two-year periods subject to approval from the Secretary of the Finance and Administration Cabinet and the Legislative Research Commission Government Contract Review Committee. Proposals will be evaluated on a maximum of 2,300 points, comprising 1,500 points for the technical proposal (addressing experience, staff qualifications, technical approach, quality assurance, technology and accessibility, and data security and compliance), 600 points for the cost proposal, and 200 points for oral demonstrations if required, with proposals scoring fewer than 900 points on technical evaluation being eliminated from consideration. Written questions are due by 2:00 p.m. on March 19, 2026, and proposals must be submitted by 2:00 p.m. on April 17, 2026, with no offeror's conference scheduled.

Pricing shall be submitted using one or more of the following structures: per-line rate (defined as 72 characters including spaces), per-completed report rate, or tiered volume pricing, with additional allowable costs limited to premium fees for expedited transcription services and one-time setup, implementation, or training costs; recurring administrative, delivery, technology, or quality assurance fees are prohibited unless expressly approved. Vendors must acknowledge that no travel or training costs will be reimbursed under the agreement, requiring these considerations to be incorporated into pricing submissions. All selected contractors must execute a Business Associate Agreement complying with HIPAA and the HITECH Act, assuming primary responsibility for breach notification within sixty days of discovery and bearing all associated costs, while maintaining records for six years beyond contract termination and maintaining indemnification provisions for losses arising from breaches or non-compliance. The RFP documentation does not identify any existing incumbent vendors, set-asides for disadvantaged enterprises, or specific budget ranges; however, the contract value may reach significant levels given the multi-location service scope and two-year initial term plus potential renewal periods. Interested vendors should submit responses electronically, and those unable to bid may submit optional no-bid feedback to Nina Anglin at Nina.Anglin@ky.gov to assist the Kentucky Cabinet in understanding barriers to competition and improving future solicitations.