Minutes of questions: September 25, 2014 through October 9, 2014 For RFP

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1 Minutes of questions: September 25, 2014 through October 9, 2014 For RFP City and County of San Francisco, Department of Public Health San Francisco Health Network Request For Proposals (RFP) As Needed Medical Dictation Services with options to bid for Transcription and/or Speech Recognition Services 1

Francisco Health Network Request For Proposals (RFP) 4-2014 As Needed Medical

2 QUESTIONS AND ANSWERS 1. Can companies from outside USA can apply? (Canada or India). If yes, do we need to come for meetings? Answer: No, USA based companies only. 2. Can we perform the tasks related to the RFP from outside the US? (Canada or India) Answer: No overseas services, USA base only. 3. Can we submit our proposal via ? Answer: No. Please read the proposal submission requirements in the RFP thoroughly 4. The RFP listed a total number minutes, 2,500,000 yearly. We would like to know if you possibly have an idea of how many lines you produce a year? Answer: LHH 300,000 + SFGH 1,461, Can you tell us who holds the contract now for your transcription and dictation services? And do they have the option of bidding on the current RFP? Answer: Nuance Communications is our current vendor and yes they have the option to bid on the current RFP 6. Does the money allotted for this RFP contract of $1,070, for dictation services only or is it for both dictation and transcription services? Answer: For both. 7. Your transcription services did not include Radiology transcription. Will Radiology be a part of your needed transcription services? If not, do you plan to open a separate RFP for Radiology transcription? If so, when and are you able to say who is holding the contract currently? Answer: No, the scope of the RFP does not include Radiology. There is no current estimated time when the Radiology services will post for a FRP. 8. We have reviewed the RFP and would like to bid on all three services, but we noticed in your Content portion that it lists the needed components of the proposal, and on #4 Personnel and Professional Background it asks for information on transcriptionists i.e., experience years, and screening of employees, etc. Would this need to be put in the proposal for dictation services and voice recognition services or would you like information on the dictation/voice recognition platform experience in the healthcare industry? We understand it for putting this information in our transcription proposal, but unsure about putting this same information in the proposal for dictation services and voice recognition. Please advise Answer: The professional background information is only applicable for the transcription section. 2

The RFP listed a total number minutes, 2,500,000 yearly. We would like to know if you possibly have an idea of how many lines you produce a year? Answer: LHH 300,000 + SFGH 1,461,552 5.

3 9. Appendix B: Form 2B "Good Faith Outreach" indicates that we need to fill Section B as we have not established LBE sub consultant participation goal by 35% or more. Section B indicates that; "A proposer must achieve at least 80 points, as determined by CMD, to be deemed compliant with the good faith outreach requirements. A proposer who fails to achieve at least 80 points will be declared non-responsive, and the proposal will be rejected. Please check yes or no for each item listed below." Does an applicant need to be LBE or association with any LBE? We are providing transcription services for more than 13 years now and is based out of state but we are not LBE. Answer: The LBE subcontracting goal has been waived for this RFP so you do not need to fill out Form 2 B. Leave it blank. Form 3 CMD Compliance Affidavit Form is what you need to fill out. As the RFQ states on page 17 Section N: The City strongly encourages proposals from qualified, certified Micro and Small LBEs. Pursuant to Chapter 14B, a rating bonus will be in effect for the award of this project for any proposers who are certified by CMD as a Micro or Small LBE, or joint ventures where the joint venture partners are in the same discipline and have the specific levels of participation as identified in the RFP. 10. The RFP is soliciting, at a minimum, responses for dictation RFP s. Transcription and speech recognition are optional. Does the current vendor provide these services together? More specifically, how does the Department of Public Health currently handle its dictation/transcription workflow? Answer: Together 11. The RFP states that the selected vendor is forbidden to subcontract services without DPH approval. Our business model utilizes the services of 1099 contracted transcriptionists. Would this business model be acceptable? Answer: Independent transcriptions would be subject to HIPAA standards as a BA. They would not be able to subcontract. 12. Per section F of the transcription services section, it states that Rates will be accepted on a per unrecognized and recognized line of transcription basis. Could you please provide clarity on your definition of an unrecognized and recognized line? Answer: Black charters are considered as recognized blank spaces are not. 13. The RFP mentions the following ordinances. Which, if any, would be applicable to this contract? a. Minimum Compensation Ordinance b. Health Care Accountability Ordinance c. First Source Hiring program Answer: All of these ordinances are applicable. Upon signing contract with the City, contractor agrees to comply fully with and be bound by all the provisions of the Minimum Compensation Ordinance (MCO), the Health Care Accountability Ordinance and First Source Hiring Program as set forth in the San Francisco Administrative 3

A proposer who fails to achieve at least 80 points will be declared non-responsive, and the proposal will be rejected. Please check yes or no for each item listed below.

4 Code Chapter 12P, 12Q and Chapter 83. Please read section 43, 44 and 45 of the Agreement for Professional Services (appendix G) of this RFP for the details. 14. Does the City and County of San Francisco (CITY), Department of Public Health and the Health Information Services (Medical Records) Department of San Francisco General Hospital Medical Center and Laguna Honda Hospital and Rehabilitation Center currently have any agreements with a Group Purchasing Organization (GPO)? If you have an agreement with a GPO, please name which one(s). Answer: DPH belongs to UHC/Novation 15. Transcription service is currently being provided by us to CITY on a Virtual Black Character (VBC) rate. The RFP indicates Charge per line is to reflect a gross line... Is the current VBC Rate acceptable also? Answer: Yes 16. The RFP indicates rates will be accepted on a per unrecognized and recognized line for transcription billing. If we were able to offer a blended rate (the same rate for unrecognized and recognized transcription), which would work out to the same fee as two different rates, would that be acceptable? Many of our customers prefer this rate method because it is simpler. Answer: No blended rate. 17. Service Rates Schedule seems to be missing. RFP Form #1 Solicitation & Offer references Appendix B: proposed Service Rates Schedule. The Appendix B provided is a Standard Form document, and Appendix F is a duplicate Standard Form. Can you please provide the Services Rates Schedule? Answer: Appendix B was mixed up and had the wrong form, however the service rates schedule were included in the RFP document as an appendix. See page 22 of RFP document. 18. Are you looking out for an on-site dictation system deployment or will the vendor host the dictation system at their facility? Answer: Vendor hosted 19. Of the $1,070,000 annual contract, approximately how much is from dictation, transcription, and SR? Answer: It is combined 20. On Appendix B, we are assuming that by the word recognized, you mean that the dictation was recognized by the SR engine and will only have to be edited. Is this correct? Answer: correct 21. We currently are not certified with the City. If we start obtaining our certification, do you anticipate it will be completed by 10/22? Will this impact our evaluation? Answer: Can start the process but would need to be certified in order to get the contract. It will not impact your evaluation. 4

Laguna Honda Hospital and Rehabilitation Center currently have any agreements with a Group Purchasing Organization (GPO)? If you have an agreement with a GPO, please name which one(s).

5 22. Of the total transcription lines please provide the approximated % that is required to be turned around in 48 hours,24 hours,12 hours,8 hours,6 hours, 4 hours,2 hours. Answer: Data not available to be provided. 23. For speech recognition services, we are assuming you mean back end speech recognition. Is this correct? Answer: Yes 24. Who are the current vendors for all three of the services? Answer: Nuance Communications 25. What is your current pricing for all the services? Answer: cents integrated dictation transcription per black character.0005 cents per black character dictation only when LHH employees or contractors process the dictation. Please follow the guidelines of the RFP for Submission Requirements and Submission Details PROPOSALS ARE DUE ON OR BEFORE 12:00 NOON, OCTOBER 30,

Who are the current vendors for all three of the services? Answer: Nuance Communications 25. What is your current pricing for all the services? Answer:.00378 cents integrated dictation transcription per black character.

RFP 4-2014 As Needed Medical Dictation Services With Options to Bid for Transcription and/or Speech Recognition Services

RFP 4-2014 As Needed Medical Dictation Services With Options to Bid for Transcription and/or Speech Recognition Services DEPARTMENT OF PUBLIC HEALTH San Francisco Health Network Request for Proposals (RFP)