Inactive

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 3 of 3 Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 3 Combin... Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 3 of 3 Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 3 Combined Synopsis/Solicitation For 36C260-22-AP-2879 1. This is a combined synopsis/solicitation for a DOBCSHA Transcription Services, 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 RFQ (36C26022Q0476) 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 Statement of Work needed for Portland Veterans Affairs Medical Center requires the procurement of the DOBCSHA Transcription Services in order to fulfill the specific objectives established in a multitude of Health Services Research & Development (HSR&D) projects. Salient Characteristics The absolute minimum requirements for this equipment are as follows. Statement of Work for DOBCSHA Transcription Services: 1. Background The purpose of this Statement of Work is to outline the tasks and responsibilities for a contract for transcription services in order to fulfill the specific objectives established in a multitude of Health Services Research & Development (HSR&D) projects. VA Portland Health Care System (VAPORHCS) Principal Investigator (PI), Steven K. Dobscha MD, has funds for the Center to Improve Veteran Involvement in Care (CIVIC), under VA Health Services Research & Development (HSR&D) Center of Innovation (COIN) grant #CIN 13-404. CIVIC s mission is to conduct research that empowers Veterans to improve their health by enhancing active participation of Veterans and their supports in healthcare. CIVIC s vision is to continue its development as a multidisciplinary, collaborative team of health-services investigators who conduct innovative, high-quality research on Veteran-centric care that has relevance and impact for Veterans and other VA stakeholders. CIVIC has a need for qualitative data transcription services for our HSR&D studies above and beyond what can be met by research staff. 2. Scope CIVIC s team of investigators require transcription services in support of multiple health services research projects. The Contractor will provide qualitative data transcription services for projects led by the CIVIC center staff, as well as PI-led projects housed within the research center. Projects may be IRB-approved research studies, clinical quality improvement initiatives, or administrative efforts. The Contractor could provide qualitative transcription services for up to, but not limited to, 20 distinct projects annually. The Contractor agrees to provide the qualitative data transcription services in accordance with the Statement of Work and VA policies. 3. Specific Tasks The Contractor will transcribe qualitative data from digital audio recordings (such as MP3, MP4, WMA, WAV, or DSS files) obtained from one-on-one interviews, groups interviews, focus groups, group meetings, and/or observational interactions into text-based versions. The number of audio minutes the Contractor transcribes per performance period will vary as project needs change over time. The number of audio minutes per file will also vary depending on the project. Transcriptions (see definitions below) may be tracked or untracked AND denaturalized or naturalized AND redacted or not redacted. The Contractor agrees to provide the PI and/or requestor an order form or tracking sheet per project to identify the level of transcription required prior to transcribing any data. Audio files may not be professionally recorded. If poor audio quality, the Contractor needs to notify the PI and/or requestor since the accuracy and speed of the transcription may be reduced. Audio files may include the use of acronyms, medical terminology, or specialized terms and spellings. If this the case, the PI and/or requestor will need to provide a list of these items prior to the transcription. If not, the Contractor needs to notify the PI and/or requestor since the accuracy and speed of the transcription may be reduced. Data will be submitted to the Contractor via a data-secure, encrypted portal and returned via the same portal. Text-based files shall be returned in MS Word format and returned in 3 business-days or less (unless poor audio quality or the use of acronyms, medical terminology, or specialized terms and spellings are included in the audio files and the PI and/or requestor do not provide a list; in which case the Contractor needs to be in communication with the PI and/the requestor as to anticipated data loss and delays). Tasks for Option Years are the same as above. Tracked: Numerals will be used to track the specific speaker based on the order in which they started speaking: I1, P1, I2, P2, etc. I is used to indicate Interviewer. P is used to indicate Participant. Untracked: Speakers are not tracked using numerals. Denaturalized: Transcripts are verbatim and exclude utterances that do not contribute to the meaning of the conversation (e.g., um, like ). Slang is not corrected. Naturalized: Transcription includes all utterances, noises, pauses, and filler language. Redacted: Interviews are de-identified to remove personal information about the participant from the transcript. Redacted information is presented with a general bracketed term (e.g., [name], [location], etc.). Not Redacted: Identifiers are not replaced with a general bracketed term. 4. Performance Monitoring The VA Principal Investigator (PI) or his/her delegated requestor shall monitor Contractor performance throughout the performance period to determine how the Contractor is performing per quality metrics, turnaround time, and completion of deliverables. The PI and/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 and/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 transcription quality and turnaround times. The PI and/or requestor shall provide access to appropriate audio recordings and shall address Contractor inquiries in a timely fashion in order to fulfill the Contractor s requirements. 5. Security Requirements The Contractor must adhere to VA data security and privacy regulations: VA Privacy and Information Security Awareness and Rules of Behavior Text-only version. The Contractor must be trained in HIPAA compliance and have an updated HIPAA privacy policy. The 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 based in 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. 6. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) Not applicable. 7. Other Pertinent Information or Special Considerations 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. Identification of Potential Conflicts of Interest (COI) No COIs exist. Inspection and Acceptance Criteria Once the project PI and/or requestor receives the text-based files, they are responsible for certifying that the work done under the contract is performed to agreed upon standards for transcription quality and turnaround times. 8. Risk Control All Contractor staff will be trained in appropriate and up-to-date HIPAA and PHI data management. The Contractor must demonstrate ability to meet VHA standards for data security and privacy and participant confidentiality/ human subjects protection. 9. Place of Performance Place of performance will occur at the Contractor s offices. No Contractor travel expenses are authorized. 10. 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: July 1, 2022 through June 30, 2023 Option Period 1: July 1, 2023 through June 30, 2024 Option Period 2: July 1, 2024 through June 30, 2025 Option Period 3: July 1, 2025 through June 30, 2026 Option Period 4: July 1, 2026 through June 30, 2027 11. Delivery Schedule The Contractor shall deliver transcribed text-based data to the PI or requestor in MS Word format. No more than three business days 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 3 business-day timeline (unless poor audio quality or the use of acronyms, medical terminology, or specialized terms and spellings are included in the audio files and the PI and/or requestor do not provide a list; in which case the Contractor needs to be in communication with the PI and/the requestor as to anticipated data loss and delays). 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 0001 Qualitative Data Transcription in support of HSR&D projects EA 1 1001 Qualitative Data Transcription in support of HSR&D projects EA 1 2001 Qualitative Data Transcription in support of HSR&D projects EA 1 3001 Qualitative Data Transcription in support of HSR&D projects EA 1 4001 Qualitative Data Transcription in support of HSR&D projects 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 05/13/2022. 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