Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Sources Sought Notice Sources Sought Notice Page 4 of 4 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 4 The Portland VAMC is seeking Service-Disabled Veteran Owned Small Busi... Sources Sought Notice Sources Sought Notice Page 4 of 4 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 4 The Portland VAMC is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12. Minimum Salient Characteristics: ONO Transcription Services 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. c. 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: March 1, 2022 through February 28, 2023 Option Period 1: March 1, 2023 through February 29, 2024 Option Period 2: March 1, 2024 through February 28, 2025 Option Period 3: March 1, 2025 through February 28, 2026 Option Period 4: March 1, 2026 through February 28, 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. The North American Industry Classification System (NAICS) is 541930. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contract Specialist no later than 1:00 PM Pacific Standard Time, April 11, 2022. Notification shall be e-mailed to Ladell Holmes, at ladell.holmes@va.gov. Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope.