Q603--VISN-wide Long Term Medical Transcription Services

Active

Contract Opportunity

Combined Synopsis/Solicitation
for
VISN-wide Medical Transcription Service

This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

Solicitation number 36C25925Q0422 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.

This acquisition is a Total Set-Aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns. The North American Industry Classification System (NAICS) code is 561410 Document Preparation Services with a small business size of $19 Million. The Service Code is Q603 Medical Transcription. Offerors must be registered in the System for Award Management (SAM) at https://sam.gov to be considered for award.

Department of Veterans Affairs, Network Contracting Office 19, Located at 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the Montana VA Health Care System, Wyoming VA Health Care System, Colorado VA Health Care System, Oklahoma VA Health Care System, and Utah VA Health Care System. The Contractor shall submit prices for digital dictation, traditional and correction editing medical transcription services using vendor-supplied dictation equipment, for VA Health Care Systems. This requirement is for one (1) base period (3-months long), plus four (4) 1-year option periods and one (1) 9-month option period. The estimated base period of performance for this requirement is July 01, 2025, to September 30, 2025.

Description and Pricing Schedule: All interested SDVOSBs shall provide quotations on the Pricing Schedule below IAW the attached Statement of Work (SOW). The minimum amount to be paid is $100.00.
Line Item
Description

Unit
Estimated
Quantity
Unit Price
Extended Amount
0001
Base Year: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW
Â
EA
21,430
0002
Base Year: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
26,785
0003
Base Year: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
25,848
0004
Base Year: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
29,580
0005
Base Year: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
21,430
0006
Base Year: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
33,750
0007
Base Year: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
53,575
0008
Base Year: Medical transcription services for Sheridan, Wyoming VAMC Per SOW

EA
5,250
1001
OY1: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW
Â
EA
85,714
1002
OY1: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
107,142
1003
OY1: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
103,394
1004
OY1: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
118,320
1005
OY1: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
85,714
1006
OY1: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
141,750
1007
OY1: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
214,300
1008
OY1: Medical transcription services for Sheridan, Wyoming VAMC Per SOW

EA
22,000
2001
OY2: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW
Â
EA
85,714
2002
OY2: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
107,142
2003
OY2: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
103,394
2004
OY2: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
118,320
2005
OY2: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
85,714
2006
OY2: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
149,000
2007
OY2: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
214,300
2008
OY2: Medical transcription services for Sheridan, Wyoming VAMC Per SOW

EA
23,000
3001
OY3: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW
Â
EA
85,714
3002
OY3: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
107,142
3003
OY3: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
103,394
3004
OY3: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
118,320
3005
OY3: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
85,714
3006
OY3: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
156,000
3007
OY3: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
214,300
3008
OY3: Medical transcription services for Sheridan, Wyoming VAMC Per SOW

EA
24,000
4001
OY4: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW

EA
85,714
4002
OY4: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
107,142
4003
OY4: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
103,394
4004
OY4: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
118,320
4005
OY4: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
85,714
4006
OY4: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
164,000
4007
OY4: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
214,300
4008
OY4: Medical transcription services for Sheridan, Wyoming VAMC Per SOW

EA
25,000
5001
OY5: Medical transcription services for Ft. Harrison, Montana VAMC Per SOW

EA
64,284
5002
OY5: Medical transcription services for Cheyenne, Wyoming VAMC Per SOW

EA
80,357
5003
OY5: Medical transcription services for Eastern Colorado VAMC Per SOW

EA
77,546
5004
OY5: Medical transcription services for Grand Junction, Colorado VAMC Per SOW

EA
88,740
5005
OY5: Medical transcription services for Muskogee, Oklahoma VAMC Per SOW

EA
64,284
5006
OY5: Medical transcription services for Oklahoma City, Oklahoma VAMC Per SOW

EA
130,250
5007
OY5: Medical transcription services for Salt Lake City, Utah VAMC Per SOW

EA
160,725
5008
OY5: Medical transcription services for Sheridan, Wyoming VAMC Per SOW
Â
EA
19,750

Total Price Including All Option Years: $_______________
FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023)
Addendum to FAR 52.212-1 Instructions to Offerors Commercial Items

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.
OFFER SUBMITTAL INSTRUCTIONS:

1) Offerors shall submit offers by Due Date/Time specified in section XIV. Late quotes will not be considered.
2) Offerors shall acknowledge all amendments to the solicitation as part of their quote.
3) Offerors shall complete the Price Schedule in section VI.
4) Offeror shall provide technical documentation to demonstrate the ability to perform the work listed in the SOW.
5) Offerors shall complete 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.

Offers received that do not comply with the terms and conditions of the solicitation and/or have missing documentation may be considered non-compliant and eliminated from evaluation.

FAR 52.212-2 Evaluation-Commercial Items (NOV 2021) applies to this acquisition.
Addendum to 52.212-2 Evaluation Commercial Products and Commercial Services

(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:

(1) technical capability to meet the Government s performance requirement;

(2) price

(3) past performance

(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 not requesting or accepting alternate quotations. The evaluation will consider the following:

Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s performance requirements identified in the SOW and outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum.

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 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.

(d) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
FAR 52.217-8 Option to Extend Services, allows the CO to obtain additional services within the limits and at the rates specified in the contract for a period up to six months if the award of a follow-on contract is delayed due to circumstances beyond the control of the CO. Examples of circumstances causing such delays are bid protests and alleged mistakes in bid. Note: when FAR clause 52.217-8 is included in the solicitation and the contract is for services only, evaluate the six-month extension as part of the Government s initial evaluation. The contract rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor or those published rate changes utilized to price the contract. The CO may exercise the option provision more than once, but the total extension of performance hereunder should not exceed 6 months. The CO may exercise the option by written notice to the Contractor within the period specified in the contract. Below is an example of the provision tailored by OGC to include the evaluation of FAR 52.217-8: Evaluations of Options"

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (NOV 2023)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) applies to this acquisition.
Addendum to FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)

The following provisions and clauses are incorporated into FAR 52.212-4 as an addendum:
FAR 52.201-1 Acquisition 360: Voluntary Survey (SEPT 2023)
FAR 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (OCT 2010)
FAR 52.203-17 Contractor Employee Whistleblower Rights And
Requirement To Inform Employees of Whistleblower Rights (NOV 2023)
FAR 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
FAR 52.204-7 System for Award Management (OCT 2018)
FAR 52.204-13 System for Award Management Maintenance (OCT 2018)
FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020)
FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)
FAR 52.204-20 Predecessor of Offeror (AUG 2020)
FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)
FAR 52.204-25Â Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021).
FAR 52.204-26Â Covered Telecommunications Equipment or Services-Representation (OCT 2020).
FAR 52.209-5 Certification Regarding Responsibility Matters (AUG 2020)
FAR 52.209-7 Information Regarding Responsibility Matters (OCT 2018)
FAR 52.216-18 Ordering (AUG 2020)
July 1, 2024, to June 30, 2029
FAR 52.216-22 Indefinite Quantity (OCT 1995)
June 30, 2029
FAR 52.217-8 Option to Extend Services (NOV 1999)
30 days
FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)
60 days, five years and six months
FAR 52.223-6 Drug-Free Workplace (MAY 2001)
FAR 52.224-1 Privacy Act Notification (APR 1984)
FAR 52.224-2 Privacy Act (APR 1984)
FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020)
FAR 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)
June 30, 2025; June 30, 2025
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)
FAR 52.233-2 Service of Protest (SEPT 2006)
Department of Veterans Affairs, Network Contracting Office 19, 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111
FAR 52.243-1 Changes-Fixed-Price Alternate I (APR 1984)
FAR 52.249-8 Default (Fixed-Price Supply and Service) (APR 1984)
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)
FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)
https://www.acquisition.gov/browse/index/far (FAR) and
https://www.acquisition.gov/vaar (VAAR)
VAAR 852.201-70 Contracting Officer s Representative (DEC 2022)
VAAR 852.203-70 Commercial Advertising (MAY 2018)
VAAR 852.211-76 Liquidated Damages-Reimbursement for Data Breach Costs (FEB 2023)
Small Businesses (JAN 2023) (DEVIATION)
VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)
VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction
VAAR 852.222-71 Compliance with Executive Order 13899
VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)
VAAR 852.233-71 Alternate Protest Procedure (OCT 2018)
VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (DEC 2023) (DEVIATION JAN 2024) apples to this requirement. The additional clauses below are incorporated by reference.
FAR 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020) Alternate I (NOV 2021)
FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023).
FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020).
FAR 52.204-15, Service Contract Reporting Requirements (OCT 2016)
FAR 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023)
FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021).
FAR 52.219-8, Utilization of Small Business Concerns (FEB 2024)
FAR 52.219-14, Limitations on Subcontracting (OCT 2022)
FAR 52.219-28, Post Award Small Business Program Representation (SEP 2023).
FAR 52.219-27, Notice of Set-Aside for, or Sole Source to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024)
FAR 52.219-32, Orders Issued Directly Under Small Business Reserves (MAR 2020).
FAR 52.222-3, Convict Labor (JUN 2003).
FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015).
FAR 52.222-26, Equal Opportunity (SEP 2016).
FAR 52.222-35, Equal Opportunity for Veterans (JUN 2020).
FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) .
FAR 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212).
FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)
FAR 52.222-41, Service Contract Labor Standards (AUG 2018)
FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)
FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (AUG 2018).
FAR 52.222-49 Service Contract Labor Standards Place of Performance Unknown (MAY 2014)
FAR 52.222-50, Combating Trafficking in Persons (NOV 2021).
FAR 52.222-54, Employment Eligibility Verification (MAY 2022).
FAR 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022).
FAR 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022)
FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020).
FAR 52.224-3, Privacy Training (JAN 2017).
FAR 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021).
FAR 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018).

VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.

VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.

This is not a Defense Priorities and Allocations System (DPAS) rated requitement.

Offers are due May 16, 2025, by 2:00 p.m., local Mountain Time. All questions/inquiries must be submitted to the Contract Specialist via electronic email no later than May 12, 2025, by 2:00 p.m., local Mountain Time.

Submit offers or questions to the attention of the Contract Specialist, Peyton Wilkerson via email at: peyton.wilkerson@va.gov. Inquiries submitted via telephone will not be accepted.

Attachments/Links