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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 29, 2016 FBO #5362
DOCUMENT

R -- Records Storage Management Services - Columbia - Attachment

Notice Date

7/27/2016
 

Notice Type

Attachment
 

NAICS

493110 — General Warehousing and Storage
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
 

ZIP Code

66048
 

Solicitation Number

VA25516Q0677
 

Response Due

8/10/2016
 

Archive Date

10/9/2016
 

Point of Contact

Ralph R Crum
 

E-Mail Address

6-1988<br
 

Small Business Set-Aside

N/A
 

Description

Responses to this sources sought synopsis will be used by the Government to make appropriate determinations about potential sources only. No solicitation is currently available at this time. After review of the responses to this sources sought announcement, a synopsis and/or solicitation announcement may be published at a later time. The Department of Veterans Affairs, Harry S. Truman Memorial Veterans' Hospital (HSTMVH), seeks a qualified vendor to perform document storage and retrieval services in accordance with National Archives Records Administration NARA standards. Requirements include furnishing all labor, services and equipment to provide Medical and Administrative Record storage and delivery services for the HSTMVH. Provide on demand scanning of black and white and colored photos by means of transmittal through Secured File Transfer Protocol (SFTP) site. See the attached (abbreviated) performance work statement for additional details. Please respond to this sources sought no later than 10 August 2016 to the contracting officer. All interested vendors should respond to Ralph Crum at email; Ralph.Crum@VA.GOV and/or FAX 913-946-1198 by answering the questions at the bottom of this notice. Additionally, the responding firms should indicate the business size, location of the facility and access procedures. Performance Work Statement - EXTRACT Harry S. Truman Memorial Veterans' Hospital 800 Hospital Drive Columbia, MO 65201 RECORD/FILM STORAGE and RETRIEVAL OF INFORMATION RECORD STORAGE The intent of a contract is to procure Medical and Administrative Record (Active Patient Files) storage and delivery services for the Harry S. Truman Memorial VA Medical Center, 800 Hospital Drive, Columbia, MO 65201 (hereafter referred to as Truman VA). Housing enclosures shall provide physical support and protection as well as a buffer against adverse or fluctuating environmental conditions; storage areas will be equipped with a water sprinkler system for prevention of spreading fires. Paper medical documents and radiology films will be maintained on shelving units and will not be stored on top of cabinets or on the floor. Paper medical documents and radiology films will be maintained in an area that is unlikely to flood or be subjected to damage from water. The contractor shall provide storage space in a climate controlled facility, i.e. temperature, humidity, etc. The storage area must meet all National Archives Records Administration (NARA) storage facility requirements per 36 CFR Part 1234 (formerly known as 36 CFR1228, Subpart K). Contractor must provide documentation that verifies NARA requirements listed above are in place and meet all requirements. Medical and Administrative records must be available and information retrieved 24 hours a day, 7 days a week including weekends and holidays. RECORDS DELIVERY The contractor shall provide hard copy, original records via next day delivery. The contractor shall also provide at the request of Truman VA on demand scanning of black and white and colored documents and photos (converting to a PDF or JPEG format compliant with VA requirements) a.k.a. Image on Demand (IOD), by transmittal through Secured File Transfer Protocol (SFTP) site, and on occasion faxing to the Truman VA facility. Contractor shall meet all security regulations and requirements when establishing nationally approved FTP connections. TURN AROUND REQUIREMENTS Contractor shall provide delivery of routine Release of Information (ROI) requests within 72 hours from request and delivery of non-routine ROI requests within 24 hours from request. Contractor shall also provide urgent or rush retrieval and delivery of identified document via SFTP or facsimile as soon as possible no later than four hours to meet the emergent needs of the Medical Center. (Time frames indicated include after hours, weekends, and holidays) Contractor shall provide a contact number that is available for requests made for emergent patient care or treatment during non-working hours, weekend and holidays. DOCUMENT CONDITION/TYPE Complete patient medical record and administrative files with a variety of size and quality pages within the file. All patients have at least one Medical Volume and one Administrative Volume (Consolidated Healthcare Record) and most patients have multiple volumes of Medical Files. Generally, the most recent activity will be at the top of the file. Many patients have multiple volumes which can range from two (2) to twenty (20) or more. Many documents within the files are fragile when handling these documents special care will be given so the original is not distorted or destroyed. Records contain a variety of medical forms including but not limited to; black and white and color (both original photos and colored printed) documents, onion skins, light cardboard, facsimile, receipts, carbon copies, etc. Records may contain continuous form strips such as EKG's that will require scanning using specialty long-length scanner. ESTIMATED VOLUME METRICS Estimated Truman VA retrieval activity (per month) "10 unique requests "Each patient has an average of three (3) volumes "Each volume has an average of 200 pages/images per volume "10 requests x 3 volumes = 30 volumes per month ACTIVE INVENTORY LIST An active list of all records will be maintained while records are stored. List must include; patient's name, social security number, record type and record number for each record volume. Contractor will have a secure process for ordering inventory for accessing record information and or IOD requests. DOCUMENT/FILE PREPARATION REQUIREMENTS In instances where IOD is requested, each record volume will be scanned as a multiple page document or as a specified document. Contractor shall ensure that all documents contain patient identifiers before scanning. Truman VA medical staff will be available to assist in training of contracting staff to properly identify document types/forms. All documents must be scanned with a minimum of 300 DPI using the approved format of black and white, colored JPEG or PDF. 100% of all scanned images will be oriented for correct viewing (auto-rotation). Images will be scanned using duplex for images with front and back documentation and flatbed process for documents that are deemed fragile. IMAGE OUTPUT REQUIREMENTS "multi-page, standard PDF image format "full-text PDF search capability not requested by the VA "Index information to be a component of the file name (separate data file not requested) QUALITY ASSURANCE REQUIREMENTS 100% review of images during scanning. Review of paper versus images utilizing a statistically valid sampling model adhering to the ANSI/ASQC (American National Standards Institute/ American Society for Quality Control) standard Z1.4 at a 1.0 AQL (acceptable quality level) which assures 99% accuracy. COMPLETED IMAGE DESTINATION "Ultimate destination is for import into VA's imaging system - VISTA imaging within VA's CPRS system. "Upon completion of quality control processes, images are released, encrypted, and delivered to contractor's FIPS compliant Secure File Transfer Protocol (SFTP) site electronically and securely for download by Truman VA and subsequent import into VISTA. "SFTP process developed and utilized by contractor will be approved by the VA national security group and meets FIPS 140-2 transmission protocol. POST SCANNING REASSEMBLY and STORAGE Documents will be placed back in files/folders in the order they were scanned. Documents that were scanned will be noted as scanned and returned to agreed storage area. SECURITY AND CONFIDENTIALITY The contractor shall receive, gather, store, back up, maintain, use, disclose, and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA Information confidentiality and security laws, regulation and policies. Applicable Federal Information security regulations include all Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National Institute of Standards and Technology (NIST). Contractor will transport or transmit VA sensitive information in an encrypted form, using VA-approved encryption application that meets the requirements of NIST's FIPS 140-2 standard. Contractor shall be responsible for compliance with all Federal Information Security Management Act (FISMA), the Privacy Act of 1974, as amended, the Health Insurance Portability and Accountability Act of 1996 (HIPPA, as applicable, and Public Law 109-461, 5725, contractor access to VA information and information systems must be maintained at the highest level of protection in order to thwart unauthorized disclosure of sensitive information. DISASTER RECOVERY PLAN The contractor shall provide to the facility an adequate disaster recovery plan for stored records. Focus of the plan needs to include: preparation, response, and recovery with issues for consideration including, but not limited to: (1)Identification of possible disasters causing interruption of services, such as loss of electricity, flood, fire, or earthquake; (2)Identification of key services (work processes) required until normal operations can be resumed, and the development of contingency plans to provide these services. The disaster recovery plan needs to be reviewed by the VA facility at least annually. END OF PERFORMANCE WORK STATEMENT EXTRACT Questions. Responses to this notice shall include company name, address, point of contact, contact information to include phone and e-mail address, size of business pursuant to North American Industrial Classification Code (NAICS) and must respond to the following questions: Q1) Describe your firm's capability in meeting the needs described above. A1) Q2) If you are a small business, will at least 50% of the cost of contract performance incurred for personnel be expended for employees of the concern? A2) Q3) Is your business a small business? A3) Q4) What is your NAICS Code? A4) Q5) Does your firm qualify as a small disadvantaged business? A5) Q6) If disadvantaged specify if your firm is certified under Section 8(a) of the Small Business Act? A6) Q7) Are you a certified HUBZone firm? A7) Q8) Are you a woman-owned or operated business? A8) Q9) Are you a certified Service-Disabled Veteran Owned or Veteran Owned business? A9) Q10) Is your business a large business? A10)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/VA25516Q0677/listing.html)
 

Document(s)

Attachment
 

File Name: VA255-16-Q-0677 VA255-16-Q-0677.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2903135&FileName=VA255-16-Q-0677-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2903135&FileName=VA255-16-Q-0677-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04197939-W 20160729/160727234803-a5370c80b2e0f4c4859065cd9c0f8429 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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