# data2.placeOfPerformance.streetAddress
Department of Veterans Affairs Portland VAMC

# description[].body
Combined Synopsis/Solicitation
For
36C260-22-AP-1680

1.  This is a combined synopsis/solicitation for an ONO Transcription Service, 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 (RFQ36C26022Q0398) 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 salient characteristics needed for Portland Veterans Affairs Medical Center requires the procurement of the ONO Transcription Service for the Veterans Rural Health Resource Center, Portland (VRHRC-P) located at the VA Portland Health Care System (VAPORHCS), Portland, OR. 







Salient Characteristics

The absolute minimum requirements for this equipment are as follows.
Salient Characteristics for ONO Transcription Service:
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. 
 e.  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:   June 1, 2022, through May 31, 2023
 Option Period 1: June 1, 2023, through May 31, 2024 
 Option Period 2: June 1, 2024, through May 31, 2025
 Option Period 3: June 1, 2025, through May 31, 2026
 Option Period 4: June 1, 2026, through May 31, 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.
Line Item
Description
Unit
Quantity
Unit Price
Total Price
1
TRANSCRIPTION SERVICES
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 04/15/2022.  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 