Medical Transcription Services C5822

The Commonwealth of Kentucky, Cabinet for Health and Family Services, Department for Public Health, Office for Children with Special Healthcare Needs (OCSHCN) is soliciting proposals through Request for Proposal (RFP) 728 2500000299 for Medical Transcription Services C5822. The procurement seeks a qualified vendor to provide secure, accurate, and timely tele-dictation and transcription services supporting pediatric specialty providers across eleven OCSHCN locations throughout Kentucky, including Barbourville, Bowling Green, Elizabethtown, Hazard, Lexington, Louisville, Morehead, Owensboro, Paducah, Prestonsburg, and Somerset. Deliverables include transcription of pediatric medical reports such as patient visits, consultations, referrals, and discharge summaries; secure toll-free telephone access and web-based portals compliant with HIPAA requirements; delivery of transcripts in Microsoft Word and PDF formats via secure encrypted methods; and dedicated technical support with onboarding training. The contractor must maintain a 98% or greater transcription accuracy rate with turnaround times of 24 hours for standard reports and 4-6 hours for stat reports, with OCSHCN processing approximately 33,000 lines of transcription monthly with less than 5% expected to be urgent. Contractors must demonstrate at least 36 months of experience successfully managing medical transcription contracts of similar size and complexity. Evaluation will assess technical proposals (1,500 points), cost proposals (600 points), and potential oral demonstrations (200 points), with a minimum technical score of 900 points required for further consideration; cost proposals will be scored using lowest price methodology. Written questions were due by 2:00 PM EST on March 19, 2026, and proposals are due by 2:00 PM EST on April 17, 2026, with the anticipated contract term running from July 1, 2026, through June 30, 2028, with options for up to two additional two-year renewal periods subject to approval by the Secretary of the Finance and Administration Cabinet and the Legislative Research Commission Government Contract Review Committee.

The solicitation does not specify set-aside designations or restrictions on organization types. The previous incumbent contractor was paid $0.0698 per line on an hourly basis, though the total contract value is not explicitly stated in the solicitation documents. Contractors must submit pricing using one or more of the following methods: per-line rates (defined as 72 characters including spaces), per-completed-report rates, or tiered volume pricing, with no recurring administrative, delivery, technology, or quality assurance fees unless expressly included in the approved pricing schedule. Contractors are responsible for all equipment maintenance, toll-free service availability, system security, and compliance with HIPAA, HITECH, Kentucky Information Technology Standards, and NIST Special Publication 800-53 security controls. Vendors must provide proof of required insurance coverage prior to award, including Commercial General Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate, and Professional Liability Insurance of $1,000,000 per claim, and must execute a Business Associate Agreement with CHFS for HIPAA compliance. Invoices must be submitted electronically to OCSHCNCONTRACTINVOICES@ky.gov within thirty days of service completion, supported by detailed transcription logs.