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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 14, 2016 FBO #5500
DOCUMENT

R -- Amended Sources Sought Notice R.1 Record Management Services Additional Detail - Attachment

Notice Date

12/12/2016
 

Notice Type

Attachment
 

NAICS

561110 — Office Administrative Services
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Central California Health Care System;855 M Street, Suite 1020;Fresno CA 93721
 

ZIP Code

93721
 

Solicitation Number

VA26117Q0150
 

Archive Date

2/10/2017
 

Point of Contact

Parvinder Brar
 

E-Mail Address

5-6100
 

Small Business Set-Aside

N/A
 

Description

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. AMENDED NOTICE TO INCLUDE ADDITIONAL DETAIL (SEE RED FONT BELOW). R.1 12-12-16 No Solicitation is currently available. All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government. The applicable North American Industry Classification System (NAICS) Code is 561110, Office Administrative Services, and the small business size standard is $7.5M. Potential Offerors must be registered in the System for Award Management (SAM) to be eligible for an award (See Internet Site https://www.sam.gov/portal/public/SAM/). Potential Offerors must also have a current Online Representations and Certification Application on file with SAM. Service Disabled Veteran Owned and Veteran Owned Small Businesses must be registered and verified in the Department of Veterans Affairs Vendor Information Pages (VIP) (See Internet Site https://www.vip.vetbiz.gov/). Brief Description of Services The contractor shall supply all required labor, materials, tools, equipment, supplies, transportation and certifications necessary to maintain a Medical Record File Room, Record Management Storage, and Release of Information Services for the Veterans Affairs Palo Alto Health Care System (VAPAHCS) which includes: Palo Alto Division, Menlo Park Division, Livermore Division, and seven Community Based Outpatient Clinics. Services provided by the contractor shall be on-site defined as VAPAHCS owned or leased property as well as off-site defined as contractor own property. The Medical Record File Room Service: This service shall consist of two objectives: maintenance and storage of records. File room maintenance is to include paper medical records that will be picked up from VAPAHCS and brought to contractor site to be scanned, indexed, and images delivered onto VA Health System Wide Area Network (WAN) for electronic access by VAPHCS employees. Detailed requirement will be available when solicitation is released. Medical record file room storage will consist of: The original paper medical records; Radiology Film; Pathology slides and tissue blocks. Record Management Storage: Contractor shall provide a National Archives and Records Administration (NARA) approved record storage facility for comprehensive box storage of all VA records; both medical and non-medical. The contractor shall provide personnel who understand VA Records Control Schedule (RCS) 10-1 and the General Records Schedule (GRS), name a Records Manager as a single point of contact for intake/processing of new material and client education. Detailed requirement will be available when solicitation is released. The Release of Information Service (ROI): The contractor shall provide the appropriate number of trained staff to carry out all ROI services for VAPAHCS. Staff will work on site at the following VAPAHCS locations: Palo Alto, Menlo Park, Livermore, San Jose Outpatient Clinic and Monterey Clinic. Detailed requirement will be available when solicitation is released. Objective: Contractor shall provide NARA certified 36 Code of Federal Regulations (CFR) 1234 (formerly numbered 36 CFR 1228, subpart K) record storage, VHA and NARA approved records control schedule for records management of ALL VAPAHCS records in multi-media formats. Contractor shall maintain an active off-site medical record file room; to include scanning into an archival record and chronological prong filing of paper in a chart for each VAPAHCS Veteran. Additional Detail: Scanning Services: Contractor has the capacity to scan on average around 1.8 million images per year, while maintaining a high quality image that is center oriented, well defined, clear, and easily read. Images shall be ready to view in electronic format within 24 hours of reception at vendor s site. Contractor shall have: Capabilities to scan to the configuration of VistA Imaging. Ability to scan at least 120 pages per minute in simplex mode, resulting in images with resolutions up to 300 dpi Scan on Demand Service:     The requested document by VA to be pulled from the inventory, scanned, indexed and archived. In order to preserve the continuity of patient care, contractor shall scan VA and non-VA medical records received, into the Veterans Affairs - Computerized Patient Record System (CPRS) - Vista Imaging. Contractor shall provide quality assessment of their scanning services and quality benchmarking shall be equal or better than 95% accuracy. Repository Services: Host and manage an Image repository of approximately 1000 GB on a storage device located at a secure repository site in the United States of America, maintaining the standards of retrieval performance. Emergency retrieval and delivery of documents via scanning, faxing or paper delivery must be available. Patient Health Record (Paper) Storage: The maintained paper record may be retrieved as needed subject to workflow agreement with the facility. Paper records will not be requested for routine daily use because the record is available electronically. Paper records are delivered fully assembled in accordance with VA chart assembly conventions. Paper Health Record Inventory: Contractor will maintain a current inventory of all paper records. The inventory includes patient full name, social security number and chart volume number. Radiology Film Storage: Radiology film is to be securely stored in the contractor s NARA certified facility. Film Jacket Intake: As part of the film library intake process, contractor will data enter the identifying information from the film jacket including patient name, social security number. Contractor will then store film in a NARA certified facility. Original Jacket and Contents request: Upon request from VAPAHCS contractor will retrieve the original jacket and its contents for pickup or shipping. Pathology Slide Storage: Pathology slides are to be securely stored in the contractor s NARA certified facility. Slides shall be recalled in original form by accession number, type (Surgical, Cytology, Histology), and year. Original Slide/block Request: Upon request from VAPAHCS, contractor will retrieve the original slides for pickup or shipping. Emergency Paper Retrieval: Contractor shall be capable of retrieving and delivering paper records on an emergent basis twenty four hours a day and three hundred sixty five days per year. Records may be delivered in contractor owned and staffed vehicles, via facsimile, or via document version and archive to image repository. Document Destruction by the box: If the original documents received for imaging or filming are no longer required in paper, contractor shall provide document destruction services. The document destruction service shall include the shredding of all paper documents based on the retention period following the authorization of NARA and VHA RCS 10-1 together with the notification and approval of the VAPAHCS Record Management Officer (RMO). Contractor shall provide comprehensive box storage and indexing of all types of VA records and provide program management personnel who understand of the VA RCS 10-1 and the GRS. The size of the box is 15x10x12.The named Record Manager will provide a single point of contact for dealing with intake of new material, client education, and conversion requirements for new record type as well as general point of contact for the process. The Record Manager will: Train departments regarding storage processes, including procedures for storage and retrieval and customized labels for boxes sent to off-site storage. Provide labor to facilitate relocation of records to appropriate storage sites: National Archives, Federal Record Center, contractor s NARA certified record center, or on-site storage. Facilitate conversion and user access to material held at the contractor NARA certified record center. Facilitate destruction of records beyond their VA specified retention period by notifying record custodians, obtaining required authorizations and destroying records. Inventory all boxes transitioned to contractor Record Center. Contractor shall provide an online ordering system that will allow users to order boxes electronically, document record type identification prior to submission, order labels for boxes and request record intake. File Packing: Contractor shall provide an on-site file packaging services. Project Setup: Contractor shall provide project management services to analyze, design and implement the required solution. Specification shall be created where appropriate that would encompass all aspects of the project: types of records estimated number of boxes/linear feet of records for storage establish conversion of repository requirements for all record types estimated disposition of boxes/linear feet on annual basis projected costs for project, including relocation of records, storage, conversion, destruction and other disposition Contractor shall provide record management and database indexing for box storage. Contractor shall provide self-adhesive box labels, which will identify the NARA record series and include content descriptive, as well as a numeric accession number system of index. Record Storage: Contractor shall store boxes of records in a NARA certified facility. NARA s rigorous security and record protection requirements apply to all government agencies and vendors. 36 CFR 1228.156 provides procedures of what agencies should follow to transfer records to an agency records center or commercial records storage facility. Contractor will provide long-term or short term storage for records that do not require conversion to electronic form. The contractor certifies that all records are accessible on a 24-hour a day basis, 365 days per year. The Record Center meets safekeeping standards- monitored and protected by security systems and smoke/heat detector systems in operation 24 hours per day. Record storage complies with the CFR and USC (United States Code). Personnel: Contractor shall employ experienced Release of Information technicians to work at VAPAHCS facilities including: Palo Alto Division, Livermore Division, Menlo Park Division, Monterey and San Jose Community Based Outpatient Clinic. Contractor shall provide training. Replacement staff shall be provided for scheduled and unscheduled absences. Replacement staff shall maintain skills with systems by arriving at one of the VA facilities for training on a monthly basis. Contract personnel shall follow all Privacy Act, HIPAA, and other Federal Regulations and laws that relate to release of medical information. Contract personnel shall sign the Rules of Behavior agreement for non-disclosure of VA protected information. Duties, Practices and Procedures: The following describes the practices and processes that must be part of contractor s ROI services: duplicate records from paper charts retrieve documents from electronic health records coordinate requests for information from Radiology and Pathology Lab provide customer service to VA Veterans and associates provide back office services Capability Statement The Government requests that interested parties provide the following capability information to the Contract Specialist, Parvinder Brar by email at: Parvinder.brar@va.gov by close of business December 15, 2016: (a)  Business Size (Large/Small) (b)  Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.) (c) SAM record (www.sam.gov) (d) VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/) (e)  DUNS number (f) Ability and experience in managing large projects. Include general information and technical background describing your firm's experience on contracts requiring similar efforts to meet the program objectives. (g) List of Projects (Government and Commercial) that are similar is scope and size. (h) GSA Contract Number if applicable. The Government will use this information when determining its business type decision. This synopsis is not to be construed as a commitment by the Government and no contract will be awarded as a direct result of this Sources Sought announcement.           *Failure to provide the information requested above (items (a) (h)) will be considered non-responsive and will not be considered a viable source.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/FrVAMC570/FrVAMC570/VA26117Q0150/listing.html)
 

Document(s)

Attachment
 

File Name: VA261-17-Q-0150 A00001 VA261-17-Q-0150 A00001 1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3155202&FileName=VA261-17-Q-0150-A00001001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3155202&FileName=VA261-17-Q-0150-A00001001.docx

 

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

Record

SN04349281-W 20161214/161212234355-e8a0022a4d0cb965c3d0aa461c2aa8b9 (fbodaily.com)
 

Source

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

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