QUESTIONS AND ANSWERS FOR MEDICAL TRANSCRIPTION SERVICES FOR VARIOUS PSYCHIATRIC HOSPITALS 06-X T-1512

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Philomena Peters
5 years ago
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1 QUESTIONS AND ANSWERS FOR MEDICAL TRANSCRIPTION SERVICES FOR VARIOUS PSYCHIATRIC HOSPITALS 06-X T-1512 Question #1 There is no place on the Affirmative Action Employee Information Report to list 1099 medical transcriptionists. They are not temporary or part-time employees, but are independent contractors who transcribe for us on as needed basis. How do we list them? Answer: All independent contractors should be listed as required in Section Subcontactors. Question #2 Page 22, Form of Compensation: Are invoices submitted monthly? What is payment schedule, i.e days? Answer: Yes, and Yes. Question # Optional Method. If we opt for payment with P-card when can invoices be processed. As this method does not require submission of a contractor invoice or a State Payment voucher, how do we inform the State of the Amount being charged to the P-card; will the state accept the bill in the P-card program. Answer: On a monthly basis. Question #4 On the bid addendum #1 the correct link was given for the Q&A. I had previously sent several questions but no bid number appeared in the solicitation box. I questioned this when I sent it. I received s saying the questions had been received but now feel maybe I should resend them all. Please forgive me if you receive them twice. Answer: All questions are answered after the cutoff date indicated on the cover sheet of the RFP. Question #5. Page 1. BUSINESS REGISTRATION. As we are not registered in New Jersey, will our Business Certificate which is on file in Kings County, NY be sufficient evidence of Registration certifcate. Answer: No, all bidders must be registered in the State of New Jersey at the time of bid opening. Please refer to Section of the RFP. Question #6 2.2 & 2.3 Indemnification and Insurance. Is this to be underwritten on granting of contract? As work is all done over internet, no automobile is used to conduct business and therefore is not applicable. Is this correct? Workers Compensation Insurance: Is our New York Workers Compensation policy acceptable? Answer: Yes, it is required on receiving a State contract. If all transactions are via the internet and not an automobile, this coverage is not required. Section 2.3 C. indicates that 1

2 worker's compensation insurance is applicable to the laws of the State of New Jersey and employers' liability insurance. Therefore, you must be covered in the State of New Jersey. Question # Bid and Performance Security: Is bid security needed and in what amount prior to submitting bid? Performance Security: Is performance security required prior to award or only after award? Answer: Please refer to Sections and Question #8 Page We do not use subcontractors at all. Only use independent contractors for transcription and they receive 1099 forms. Is this acceptable? Answer: Please refer to question no. 1 Question #10There was no sample of any type of report provided. Is this available. Also, no estimated amount of pages of dictation for Arthur Brisbane Child Treatment Center was indicated. Answer: We do not have any templates to show you but here are the reports we will need. We would also like the ability to customize or request customer reports as needed. Total reports dictated for a given date range (both summary and detail) Status of reports (transcribed, proofread, received) for a given date range Turn around time of reports (summary and detail) for a given date range Reports dictated by a particular user for a given date range Reports received (transmitted) for a given date range Arthur Brisbane Child Treatment Center is a new addition to this contract, therefore, there is no estimated amount of pages of dictation to show. Question #11 Page Business registration certificate from Division of Revenue. As we are not registered in State of New Jersey and are registered in New York only, must we register in New Jersey as well? This is also mentioned again on page Answer: Please refer to question no. 5 Question #12 Please clarify. Page 25. Licenses and Permits: To our knowledge as transcription service there are no licenses, permits or authorizations required in our industry. Does New Jersey have any specific licenses or permits they require for a transcription service agency? I apologize if some of this is a duplication, but since the original Q&A did not have a Solicitation heading, I am not sure you received it. Answer: Section 5.26 of the RFP indicates if licenses, permits and authorizations are necessary the bidder shall comply. If no such licenses and permits are required for this procurement, the bidder is exempt from this section. Question #13 What "text" software is the contractor required to type in and is it provided by the Hospital? What type of hardware does the Contractor need to connect to for transfer of audio and text capabilities? What type of audio system is on the hospital end? What type of software is on the hospital end? What will the Contractor have to provide besides the medical transcriptionists to transcribe and the storage and redundancy of audio on the Contractor side? 2

3 Answer: MS Word 2003 and it is not provided. These facilities currently use a telephone line and transcribe over the phone. And these facilities don t maintain audio files here and would need a website for the hospital staff to access to download the transcribed files and produce reports. Question #14 What is the current rate of this contract and what is the name of the vendor holding this current contract. Answer: Please refer to the top of page 6 of the RFP which indicates the T number to look up the information on the internet. Question #15 I am unable to open or print your Sub-Contracting document; says the file is damaged. Please advise. Answer: This file is not damaged but you may need to upgrade to 7.0 for acrobat adobe, which is free to upload on the internet. If this is not possible then indicate on a separate sheet of paper if you are subcontracting. If no, so indicate. If you are subcontracting, you must indicate YES, and list the subcontractors. Question #16 Are out of state bids accepted? How do we get a business registration certificate? Answer: Yes, please refer to Section of the RFP. Question #17 In reference to Contactors are not allowed to bid if they have both on-shore and off-shore MTs? Answer: Section of the RFP indicates that all work must be performed in the United States. Section 5.20 of the RFP further indicates the same and read Section (Source Disclosure Requirements). Question # 18 Page 10, Section The contractor must provide evidence in its bid proposal that it is bonded. This is the first requirement of this type that we have encountered. All of our office contents including confidential paperwork are insured. Would a certificate of insurance be acceptable? If not, what would be? Answer: Yes, a certificate of insurance will be acceptable. Question #19 Page 14, Section Notice of Intent to Subcontract Form and Subcontractor Utilization Plan I have had a problem downloading the Notice of Intent to Subcontract Form. I receive an error message "File damaged and could not be repaired." Is there a problem with the form? Answer: Please refer to question no. 15 Question #20 Page 22, Section 5.19 Requirements of Executive Order 134 Page 15, Section states that we are to refer to Section 5.19 of this RFP for more details concerning this requirement. I have read Section 5.19 requirements of Executive Order 134. Is there anything the bidder needs to submit regarding this section/requirement? Answer: NO. Please refer to Section b. of the RFP. This section states that only intended awardees for a State contract are required to submit these forms when letters of intent are forwarded to all bidders that submitted bid proposals and are intended for an award of contract. 3

4 Question #21 After viewing bid specifications, note that reports were to be 10 pica. Is this still the same criteria. No samples submitted with proposal. Are we to assume line count is based on a 65 character line? Is this with or without spaces? Prior contractor had to supply "on loan" computer. As new proposal seeks web based dictation, we assume that is no longer necessary. Is that correct? Answer: Reports are to be provided in 12 pica. Yes, the line count is 65 characters. No loaner is necessary. Templates of reports are provided by the facility. Question # Is Business Associate Agreement only necessary if bid is awarded to bidder or should it be provided with bid proposal? Answer: The State would only require this agreement to the bidder who is awarded this contract. Question # What are parameters for business hours? Is it Monday thru Friday with weekend work being submitted on Monday, even though dictation is available 7 days a week, 24 hours a day? Will our brochures outlining how to use our system be adequate for training or can this be accomplished in another manner, i.e. phone assistance. Answer: 48 hours for routine work and 24 hours for stat reports. Yes, if the brochures and or manuals are self explanatory in outlining the bidder's system. If not, the bidder must tech support. Question #24 What system are you currently using for dictation and distribution of reports? Answer: The State is currently using an out sourced vendor and their system is proprietary. Question #25 What is the current price/line (or equivalent) you are paying? Answer: Please refer to question #14. Question #26 All our U.S.A. based transcriptionists work remotely as independent contractors. We pick transcriptionists based on experience and dependability. Does the state in which they are located matter to you? Thank you Answer: Each independent contractor is treated as a sub-contractor and the bidder must utilize the sub-contractor form included with this bid proposal. It does not matter in which State the sub-contractor reside in. Question #27 - Section 1.1 Purpose and Intent: Will this contract be awarded to multiple vendors or to only one (1) vendor? If the contract is awarded to multiple vendors, what will the distribution of volume be to vendors? Answer: This contract will be awarded to only one (1) contractor as indicated in Section 1.1 of the RFP. Question # Background, 1.2.2, 1.2.3, and The average number of lines of dictation are supplied in 1.2.2, and however, a line is not defined. What is the definition of the transcribed line? In section 1.2.5, there is no volume listed - can a volume of lines be provided? 4

5 Answer: See question #21. Arthur Brisbane Child Treatment Center is a new addition to this contract, therefore, there is no estimated amount of pages of dictation to show. Question # Cost Structure - The cost structure indicates the price must be the all inclusive fully loaded price per line of transcription/dictation, however, it is not clear if this price must include the cost for customized technology, i.e. specific interfaces for receipt and distribution of information. Must these costs be included in the per line pricing? Answer: No, this contract does not include customized technology and therefore no additional cost is to be included in the per lin3 pricing. 5

FORM I: CIQ CONFLICT OF INTEREST CERTIFICATION AND CONFLICT OF INTEREST QUESTIONNAIRE (CIQ) INSTRUCTIONS dated 6/29/2007

FORM I: CIQ CONFLICT OF INTEREST CERTIFICATION AND CONFLICT OF INTEREST QUESTIONNAIRE (CIQ) INSTRUCTIONS dated 6/29/2007 HOUSTON INDEPENDENT SCHOOL DISTRICT RFP NUMBER 16-10-48 RFP TEACHER AND STAFF DEVELOPMENT ADDENDUM NUMBER TWO April 8, 2017, This addendum is issued to explain, modify or correct the original Request for