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R603--ONO TRANSCRIPTION SERVICES VENDOR

Active
Contract Opportunity

Notice ID
36C26022Q0398
Related Notice
Department/Ind. Agency
VETERANS AFFAIRS, DEPARTMENT OF
Sub-tier
VETERANS AFFAIRS, DEPARTMENT OF
Office
260-NETWORK CONTRACT OFFICE 20 (36C260)




GENERAL INFORMATION

 * Contract Opportunity Type: Combined Synopsis/Solicitation (Original)
   
 * All Dates/Times are: (UTC-07:00) PACIFIC STANDARD TIME, LOS ANGELES, USA
   
 * Original Published Date: Apr 15, 2022 06:59 am PDT
   
   
 * Original Date Offers Due: Apr 15, 2022 01:00 pm PDT
   
 * Inactive Policy: Manual
   
   
 * Original Inactive Date: May 15, 2022
   
   
   
 * Initiative:
   * None
     
     
   




CLASSIFICATION

 * Original Set Aside:
   
   
 * Product Service Code: R603 - SUPPORT- ADMINISTRATIVE: TRANSCRIPTION
   
   
 * NAICS Code:
   * 541930 - Translation and Interpretation Services
     
   
 * Place of Performance:
   Department of Veterans Affairs Portland VAMC Portland , OR 97207
   USA
   
   




DESCRIPTION

Combined Synopsis/Solicitation For 36C260-22-AP-1680 1. This is a combined
synopsis/solicitation for an ONO Transcription Service, Brand Name or Equal as
prepared in accordance with the format in Subpart 12.6, as supplemented with
additional information included in this notice. This announcement constitutes
the only solicitation; proposals are being requested and a written solicitation
will not be issued. The solicitation (RFQ36C26022Q0398) is being issued as a
Request for Quotation. This notice and the incorporated provisions and clauses
are those in effect through the Federal Acquisition Regulations (FAR).
Simplified Acquisition Procedures IAW FAR 13 will be used. 2. This solicitation
is set aside 100% for Service-Disabled Veteran-Owned Small Businesses. The North
American Industry Classification System (NAICS) code is NAICS 541930
(Translation and Interpretation Services), Size Standard $8.0 million. Offerors
must be registered in the Central Contractor Registration (CCR) at
http://www.ccr.gov, in order to be considered for award. The Vendor shall be an
Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor,
or authorized reseller for the proposed equipment/system such that the OEM
warranty and service are provided and maintained by the OEM. All warranty and
service associated with the equipment/system shall be in accordance with the OEM
terms and conditions. The vendor shall provide new items ONLY; no remanufactured
or "gray market" items. All items must be covered by the manufacturer's
warranty. 3. FAR Clauses 52.212-1 through 52.212-5 apply to this procurement.
For the exact text and wording of clauses and provisions please see
http://farsite.hill.af.mil. The Government contemplates an award of a Firm Fixed
Priced purchase order contract resulting from this solicitation. 4. Description
of supplies: The following are salient characteristics needed for Portland
Veterans Affairs Medical Center requires the procurement of the ONO
Transcription Service for the Veterans Rural Health Resource Center, Portland
(VRHRC-P) located at the VA Portland Health Care System (VAPORHCS), Portland,
OR. Salient Characteristics The absolute minimum requirements for this equipment
are as follows. Salient Characteristics for ONO Transcription Service: 1.
Contract Title. Qualitative Data Transcription for the Veterans Rural Health
Resource Center, Portland (VRHRC-P) located at the VA Portland Health Care
System (VAPORHCS), Portland, OR 2. Background. The VHA Office of Rural Health
has awarded funds under the direction of Principal Investigator, Dr. Sarah Ono,
to direct the efforts of the Veterans Rural Health Resource Center-Portland
(VRHRC-P). ORH s mission is to conduct, coordinate, promote and disseminate
research on issues that affect the nearly five million Veterans who reside in
rural communities. The mandate also requires ORH to develop, refine and
promulgate policies, best practices, lessons learned, and innovative and
successful programs. ORH fulfills its mission by supporting targeted research,
developing innovative programs and identifying new care models. Working through
its five Veterans Rural Health Resource Centers as well as partners from
academia, state and local governments, private industry and non-profit
organizations, ORH strives to break down the barriers separating rural Veterans
from quality care. Through its research and innovations portfolio, the VRHRC-P
has a need for qualitative data transcription services to conduct research that
benefits rural Veterans. 3. Scope. Contractor will provide qualitative data
transcription services across the VRHRC-P portfolio. This includes projects led
by the VRHRC-P center staff, as well as PI-led projects housed within the center
s portfolio. Projects may be IRB-approved research studies, clinical quality
improvement initiatives or administrative efforts. The Contractor could provide
qualitative transcription services for up to 20 distinct projects annually. 4.
Specific Tasks. Task 1: Qualitative data transcription: Contractor will
transcribe up to 6,500 minutes of VRHRC-P qualitative data from audio recordings
obtained from: 1-on-1 interviews, groups interviews, group meetings and focus
groups, into text-based versions. In some cases, audio files may not be
professionally recorded and audio quality may be subjective. Text-based files
shall be returned in MS Word format. Text versions shall be formatted to
indicate speaker identification. Data will be submitted to Contractor via a
data-secure, encrypted portal and returned via the same portal. All files will
be transcribed and returned in forty-eight hours or less. Tasks for Option Years
are the same as above. 5. Performance Monitoring (if applicable). The VA
Principal Investigator (PI) or his/her delegated requestor shall monitor
contractor performance throughout the performance period of the contract to
determine how the Contractor is performing per quality metrics, turnaround time
and completion of deliverables. The PI or requestor will conduct routine
inspection of delivered transcriptions to ensure accuracy of the work performed.
It is expected that the Contractor will keep in communication with the PI or
requestor if there are any unexpected delays in meeting set turnaround
timelines, or if there are any questions requiring clarification resulting from
the quality of the audio recordings submitted to the Contractor. The Contractor
will be responsible for making required changes in processes and practices as
requested to meet the agreed upon standards for turnaround times and
transcription quality. The project PI or other VRHRC-P staff shall provide
access to appropriate audio recordings, and shall address Contractor inquiries
in a timely fashion, in order to fulfill the Contractor s requirements. 6.
Security Requirements. Contractor must adhere to VA data security and privacy
regulations and must utilize VA-approved software, such as Microsoft Word.
Contractor must be trained in HIPAA compliance and have an updated HIPAA privacy
policy. Contractor must demonstrate current training in Protecting Human
Research Participants. Contractor will retrieve and return data to the PI or
requestor via a data-secure, encrypted portal. Preference for transcription work
to be performed by Contractor employees physically based in the U.S. Reminder:
this is to be an open market bid on vendors for transcription services. Should a
BAA be required, it will be required in the action of the contract and completed
before time of contracted award. 7. Government-Furnished Equipment
(GFE)/Government-Furnished Information (GFI). Not applicable. 8. Other Pertinent
Information or Special Considerations. a. Identification of Possible Follow-on
Work. Qualitative data transcription services are the only work resulting from
this contract. No additional follow-on work is identified. b. Identification of
Potential Conflicts of Interest (COI). No COIs exist. e. Inspection and
Acceptance Criteria. Once the project PI or requestor approves the submission of
data products, the COTR is responsible for certifying that the work done under
the contract is performed to time and standard. They are also responsible to
assure the inspection and acceptance of products provided incidental to
services. 9. Risk Control All Contractor staff will be trained in appropriate
and up-to-date HIPAA and PHI data management. Contractor must demonstrate
ability to meet VHA standards for data security and privacy and participant
confidentiality/ human subjects protection. 10. Place of Performance. Place of
performance will occur at the Contractor s offices. No Contractor travel
expenses are authorized. 11. Period of Performance. The period of performance
for this contract is a base period of 12-months and four one-year option
periods. The period of performance, including all options, is as follows: Base
Period: June 1, 2022, through May 31, 2023 Option Period 1: June 1, 2023,
through May 31, 2024 Option Period 2: June 1, 2024, through May 31, 2025 Option
Period 3: June 1, 2025, through May 31, 2026 Option Period 4: June 1, 2026,
through May 31, 2027 12. Delivery Schedule. The Contractor shall deliver
transcribed text-based data to the PI or requestor in MS Word format. No more
than forty-eight hours shall pass between delivery of audio files to the
Contractor and the Contractor s return of transcribed text versions, regardless
of size of files to be transcribed. In addition, there will be no deviations to
the forty-eight-hour timeline. If for any reason, any deliverable of transcribed
data cannot be delivered in the timeframe agreed upon, the Contractor shall
provide a written explanation to the PI or requestor; this written transmittal
shall include a firm commitment of when the work shall be completed. This notice
needs to cite the reasons for the delay. Line Item Description Unit Quantity
Unit Price Total Price 1 TRANSCRIPTION SERVICES EA 1 5. This combined synopsis &
solicitation notice is a request for competitive quotations. Therefore, all
capability statements or quotations received prior to the RFQ close date will be
considered. 6. This is a brand name or equal requirement. As such, the salient
characteristics reflect the physical, functional, or performance characteristics
that equal products must meet to satisfy the Government s needs. To be
considered for any potential solicitation, offers of equal products, including
equal products of the brand name manufacturer, must: a. Meet the salient
physical, functional, or performance characteristic specified in this
solicitation; clearly identify the item by Brand name, if any and make/model
number. b. Include descriptive literature such as illustrations, drawings, or a
clear reference to descriptive data or information available that identifies
that the equal item meets or exceeds the salient characteristics required by the
Government. 7. The Government will award a single purchase order contract
resulting from this RFQ to the responsible offeror whose offer represents the
best value in terms of technical capability and price. All non-price factors
technical capability is significantly more important than price. 8. Delivery
shall be within thirty (60) days from the time of award. Shall be delivered to
the Portland VAMC 3710 SW US Veterans Hospital RD, Portland OR, 97207. FOB
Destination. 9. The provision at 52.212-1, Instructions to Offerors --
Commercial, applies to this acquisition and the following clauses AND
instructions are added as addenda: Provisions: 52.211-6 Brand Name or Equal (AUG
1999) 52.214-21 Descriptive Literature (APR 2002) 10. 52.212-2 EVALUATION
SIMPLIFIED ACQUISITION PROCEDURES (a) Basis for Award. The Government will issue
a purchase order to the responsible quoter whose quotation conforming to the
solicitation will be most advantageous to the Government, price and other
factors considered. (b) The following factors shall be used to evaluate
quotations. Solicitations are not required to state the relative importance
assigned to each evaluation factor. Insert the significant evaluation factors
such as (1) technical capability or quality of the item offered to meet the
Government requirement; (2) price; and (3) past performance. The following is
standard evaluation criteria. The evaluation criteria utilized should be based
on the type of supply and/or service being procured and the complexity of that
supply and/or service} (1) Technical or Quality (2) Past Performance (3) Price
(c) Evaluation Approach. The Government will evaluate quotations using the
comparative evaluation process outlined in FAR 13.106-2 (b) (3), where
quotations will be compared to one another to determine which provides the best
benefit to the Government. The Government reserves the right to consider a
quotation other than the lowest price that provides additional benefit(s).
Quotations may exceed minimum requirements of the solicitation. The Government
reserves the right to select a quotation that provides benefit to the Government
that exceeds the minimum requirements of the solicitation but is not required to
do so. Each response must meet the minimum requirements of the solicitation. The
Government is requesting or accepting alternate quotations. The evaluation will
consider the following: The following is standard evaluation language (i.e., how
the Government evaluates what is submitted in the quotation). The information
that shall be included in the quotation should be set forth in the quotation
submission instructions (i.e., FAR Provision 52.212-1 and any addendum) of the
solicitation and should vary based on the type of supply and/or service being
procured and the complexity of that supply and/or service} (1) Technical or
Quality: The quotation will be evaluated to the extent to which it can meet
and/or exceed the Government s requirements as outlined in the solicitation and
based on the information requested in the instructions to quoters section of the
solicitation. (2) Past Performance: The past performance evaluation will assess
the relative risks associated with a quoter s likelihood of success in
fulfilling the solicitation s requirements as indicated by the quoter s record
of past performance. The past performance evaluation may be based on the
contracting officer s knowledge of and previous experience with the supply or
service being acquired; Customer surveys, and past performance questionnaire
replies; Contractor Performance Assessment Reporting System (CPARS) at
http://www.cpars.gov/; or any other reasonable basis. (3) Price: The Government
will evaluate the price by adding the total of all line item prices, including
all options {delete preceding three (3) words if no options are included}. The
Total Evaluated Price will be that sum. 11. Offerors are advised to include a
completed copy of the provision at 52.212-3, Offeror Representations and
Certifications -- Commercial Items, with its offer if has not been completed on
SAM.gov. 12. The clause at 52.212-4, Contract Terms and Conditions -- Commercial
Items, applies to this acquisition and the following clauses are added as
addenda: Clauses: 52.204-13 System for Award Management Maintenance 52.204-18
Commercial and Government Entity Code Maintenance 52.232-40 Providing
Accelerated Payments to Small Business Subcontractors 852.203-70 Commercial
Advertising (JAN 2008) 852.219-10 VA Notice of Total SDVOSB Set-Aside
852.219-10DEV VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS
SET-ASIDE (JUL 2019) (NOV 2020) (DEVIATION) 852.232-72 Electronic Submission of
Payment Requests 852.246.71 Rejected Goods 13. The clause at 52.212-5, Contract
Terms and Conditions Required to Implement Statutes Or Executive Orders --
Commercial Items, applies to this acquisition and the following additional FAR
clauses cited in the clause are applicable to the acquisition: 52.219-28 Post
Award Small Business Program Representation (JUL 2013) 52.222-3 Convict Labor
(June 2003) (E.O. 11755). 52.222-19 Child Labor--Cooperation with Authorities
and Remedies (FEB 2016) (E.O. 13126) 52.222-21 Prohibition of Segregated
Facilities (APR 2015) 52.222-26 Equal Opportunity (APR 2015) 52.222-36 Equal
Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating
Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to
Ban Text Messaging While Driving (AUG 2011) 52.225-3 Buy American--Free Trade
Agreements--Israeli Trade Act (MAY 2014) 52.225-13 Restrictions on Certain
Foreign Purchases (JUNE 2008) 52.232-33 Payment by Electronic Funds Transfer
System for Award Management (Jul 2013) (31 U.S.C. 3332). 14. There are no
additional contract requirements, terms, or conditions. 15. The Defense
Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE. 16. Quotes
must be emailed to ladell.holmes@va.gov no later than 1 PM PST on 04/15/2022.
Quotes may be submitted on this document or the vendor s own form. No late
quotations will be accepted. 17. For information regarding the solicitation,
please contact Ladell Holmes at ladell.holmes@va.gov



ATTACHMENTS/LINKS





CONTACT INFORMATION


CONTRACTING OFFICE ADDRESS

 * 5115NE 82ND AVE SUITE 102
   
 * VANCOUVER , WA 98662
   
 * USA
   




PRIMARY POINT OF CONTACT

 * Ladell D Holmes
   
 *   Ladell.Holmes@va.gov
   
 *   Phone Number (360) 816-2763
   
   


SECONDARY POINT OF CONTACT










HISTORY

 * Apr 15, 2022 06:59 am PDTCombined Synopsis/Solicitation (Original)
   





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