Solicitation HD Software-as-a-Service for Transcription. Bid designation: Public. State of California

Transcription

1 5 Solicitation HD Software-as-a-Service for Transcription Bid designation: Public State of California 1/22/2015 4:46 PM p. 1 6

2 Software-as-a-Service for Transcription 5 Bid Number Bid Title HD Software-as-a-Service for Transcription Bid Start Date Jan 22, :45:23 PM PST Bid End Date Feb 5, :00:00 PM PST Question & Answer End Date Jan 26, :00:00 PM PST Bid Contact Karen Russ Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Description Please be sure to read the RFQ and any attachments carefully. 1/22/2015 4:46 PM p. 2 6

3 STATE OF CALIFORNIA Request For Quotation For Information Technology Software-as-a-Service for Transcription QUOTE DUE DATE: Quotes must be delivered to Karen Russ at before 2:00PM on the QUOTE OPENING: due date. Supplier name and address: SOLICITATION NO. REV. # DATE HD For further information contact: REQUISITION OR CONTROL # ARE YOU CLAIMING PREFERENCE AS A SMALL BUSINESS: YES NO Contact: Phone: Fax: Ship To: (see below or bid document) IF YES, MANUFACTURER? YES NO ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? YES NO Name (Print): Title: Signature: Date: Federal Employer Identification Number: Return bid to: Karen Russ, AGPA, CSS 1600 Ninth Street, Room 300, MS 3-18 Sacramento, CA (916) SECTION ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION ET SEQ. OF THE MILITARY AND VETERANS CODE. Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct. DESCRIPTION You are invited to review and respond to this Request for Quote for IT Software-as-a-Service (RFQ-ITS), entitled Software-as-a-Service (SaaS) for Transcription, quote number HD In submitting your quote, you must comply with the instructions found herein. The requirements are delineated in the Requirements Matrix. Please read the enclosed document carefully. Quotes must be received no later than the date and time specified on the face of this RFQ-ITS and in Section I.D. Key Action Dates. The purpose of this Request for Quote for Information Technology (IT) Services is to provide SaaS for Transcription services in support of the Transcription Project. DVBE PARTICIPATION is WAIVED for this SOLICITATION 1/22/2015 4:46 PM p. 3

4 Page 2 of 18 The following documents are incorporated as part of this Request for Quote for IT Services: Bidder Instructions (GSPD-451) (PDF) - Updated November 9, 2011 The Department of General Services (DGS) General Provisions-Information Technology is not negotiable. Please refer to the DGS IT General Provisions (GSPD-401IT)-Revision 9/5/2014 at: The Department of General Services (DGS) Cloud Computing Services Special Provisions are not negotiable. Please refer to: Cloud Computing Services Special Provisions for SaaS No oral understanding or agreement shall be binding on either party. 1/22/2015 4:46 PM p. 4

5 Page 3 of 18 REQUEST FOR QUOTE FOR SOFTWARE-AS-A-SERVICE Table of Contents I. General Information... 4 A. Purpose... 4 B. Availability... 4 C. Period of Performance... 4 D. Key Action Dates... 5 E. Written Questions... 5 F. RFQ-ITS Response Guidelines... 5 G. RFQ-ITS Response Content... 5 II. Evaluation Information... 8 A. Evaluation Process... 8 B. Evaluation Criteria... 8 C. Scoring D. Finalist Demo... 8 III. Requirements Matrix Attachment 1 - Cover Sheet.13 Attachment 2 - Cost Sheet 14 Attachment 3 - Customer Experience Reference Form...15 Attachment 4 - Confidentiality Statement...16 Attachment 5 - Payee Data Record, STD Attachment 6 - Bidder Declaration Form.18 1/22/2015 4:46 PM p. 5

6 I. General Information Page 4 of 18 A. Purpose The State of California, requires the services of a Vendor to provide Software-as-a-Service for Transcription in support of the Transcription Project. The Developmental Centers (DCs) have had a Transcription Unit as part of the Clinical Records Department since approximately the 1970s. The Transcription Unit is used mostly (but not limited to) by staff physicians, radiologists, neurologists (EEGs) and cardiologists (EKGs) who are on staff or contracted consultants for the specialty clinics. Some nurses and nursing assessments are included. The amount of transcription has diminished over the past several years with some staff physicians/other disciplines preparing their own reports. Client reductions in the DCs have led to less dictation and transcription. In the past, each facility purchased their own dictation / transcription system. Fairview and Sonoma s dictation systems are not operational. Porterville s two systems (Lanier and Olympus) are somewhat newer and are still working but are unstable and cannot be repaired or upgraded. DDS is seeking an enterprise software-as-a service transcription solution. ESTIMATED TRANSCRIPTION VOLUME Sonoma DC Fairview DC Porterville DC TOTALS Average Lines per Month 6,500 11,960 38,325 56,785 Number of Dictation Staff The period of performance for this contract is approximately two years. B. Availability The selected vendor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the contract award date specified in Section I.D. Key Action Dates. C. Period of Performance The term of this Agreement shall begin on the date a contract is fully executed or as indicated on the cover sheet of the contract (STD 213 IT), whichever is later. The Vendor shall not be authorized to deliver or commence performance of services as described in this RFQ until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement. 1/22/2015 4:46 PM p. 6

7 Page 5 of 18 D. Key Action Dates Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ-ITS. Key Action Dates Date 1. Release of RFQ-ITS January 22nd, Submission of written questions via January 26th, 2 PM 3. Department s response to written questions via January 28th, 4 PM 4. Submission of Quotes (by date and time) February 5th, 2 PM 5. Notice of Intent to Award February 9th, 2015 All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution. E. Written Questions All questions regarding the content of this RFQ-ITS must be submitted in writing electronically to karen.russ@dds.ca.gov and must be received by the Key Action Date and time identified above. When the State has completed its review of the questions, all of the questions and answers will be electronically mailed to all entities submitting quotes. F. RFQ-ITS Response Guidelines This RFQ-ITS and the Vendor s quote in response to this document will be made a part of the contract. Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Vendor s responsibility to provide all required data and any other information deemed necessary for the State s evaluation team to determine and verify the Vendor s ability to perform the tasks and activities defined in the Vendor s Statement of Work/Requirements Matrix. DDS does not accept faxed quotes. G. RFQ-ITS Response Content The following documents must be submitted in the RFQ-ITS response. 1. Cover Letter Attachment 1 Entities must complete and attach the cover letter included in this RFQ-ITS as Attachment 1 2. Cost Sheet Attachment 2 Entities must complete the cost sheet that identifies total cost per transaction as described in Attachment 2 Cost Sheet. 3. Customer Experience References Attachment 3 The entities must submit a minimum of three (3) references to validate experience providing SaaS for Transcription services for projects with similar scope, schedule and resources to this project. The entities shall complete one (1) Customer Experience Reference Form, Attachment 3 for each reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement. 1/22/2015 4:46 PM p. 7

8 Page 6 of 18 The State may contact customer references during the week following submission of Quotes to validate the information provided by the entity and to determine the customer s overall satisfaction with the services provided. Therefore, it may prove beneficial to the entity to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references. 4. Confidentiality Statement Attachment 4 The Confidentiality Statement must be signed and dated by the entity and any subcontractor(s) prior to submission with the quote. 5. Payee Data Record Attachment 5 The successful entities will be required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number. 6. Bidder Declaration Attachment 6 The entity must complete Attachment 6 and submit with its quote. 7. Requirements Matrix 8. SMALL BUSINESS REGULATIONS - The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 09/09/04. The new regulations can be viewed at ( Access the regulations by Clicking on Small Business Regulations in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) NON-SMALL BUSINESS SUBCONTACTOR PREFERENCE - A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. 10. SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA) - SB/NVSA meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. 11. ATTACHMENT WITH QUOTE REQUIRED IF CLAIMING THE SMALL BUSINESS PREFERENCE- All entities must complete and include the Bidder Declaration form GSPD If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give percent (25%) of the net cost quote. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4) SMALL BUSINESS CERTIFICATION - Entities claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net quoted price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the cost quote due date, and the OSDS must be able to approve the application as submitted Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time cost quotes are due. 1/22/2015 4:46 PM p. 8

9 Page 7 of 18 Questions regarding certification should be directed to the OSDS at (916) At the State s option prior to award, entities may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for cost quote rejection. 1/22/2015 4:46 PM p. 9

10 Page 8 of 18 II. Evaluation Information A. Evaluation Process Each RFQ-ITS response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the requirements. B. Evaluation Criteria The overall responsiveness of each RFQ-ITS response is based on the complete response from the entity to the RFQ-ITS requirements. The following sub-sections and criteria will be reviewed by the State s evaluation team. 1. Administrative Requirements Evaluation Criteria (Pass/Fail) Requirement Yes No a. Cover Letter b. Cost Sheet, etc. c. Requirements Matrix d. Customer References from previous projects that are similar in nature to the work outlined in the RFQ-ITS e. Signed Confidentiality Statements f. Bidder Declarations g. List of Subcontractors (if applicable) h. All other Administrative requirements 2. Technical Requirements Evaluation Criteria are listed in the Requirements Matrix and are Pass/Fail. C. Scoring 1. Administrative (Pass/Fail) The administrative evaluation criteria will be scored pass/fail basis. 2. Technical (Pass/Fail) The technical evaluation criteria will be scored on a pass/fail basis. Entities meeting all of the above criteria shall have their cost quotes opened. The entity submitting the lowest cost quote shall be tentatively awarded the contract and scheduled to perform a demonstration. D. Finalist Demo The demonstration is intended to afford DDS the ability to verify the claims made by the Finalist in response to the RFQ, corroborate the evaluation of the cost quote, and confirm that the proposed software is actually in operation. The Finalist will be notified of a date and time to perform the demonstration. The Finalist must make the arrangements for a Web demo at no cost to DDS. Failure of the Finalist to demonstrate that the claims made by the cost quote, in response to the RFQ are in fact true, may be sufficient to cause the proposal to be deemed non-responsive. DDS reserves the right to determine whether or not the demonstration validates the requirements of the RFQ to DDS satisfaction. 1/22/2015 4:46 PM p. 10

11 Page 9 of 18 The demonstration will follow an agenda provided by the Finalist and be scheduled for as long as the Finalist needs to validate the software against Requirements. 1/22/2015 4:46 PM p. 11

12 III. Requirements Matrix Page 10 of 18 This Requirements Matrix reflects the services to be provided by the Vendor for SaaS for Transcription for the. SaaS for Transcription Requirements Matrix These Requirements are Mandatory and are either Pass or Fail FUNCTIONALITY Provides central user profile management, from any facility Provides Role Based User Access Provides User Security/Login Ability to match format from dictation when transcribed (list) i.e., discharge summary, x-ray, consult, history and physical Ability to review and correct the document Provides formatted templates for recall and use ACCURACY FEATURES Provides medical vocabularies Ability to format by report DICTATION CAPTURE Supports dictation of narrative through any source PCs, traditional phones, smartphones, dictation stations, and real-time speech recognition methods Meets HIPAA Privacy and Security Compliance Provides Automated Distribution Provides Toll-Free Dictation Provides Speech Recognition Provides Control menus and dialog boxes in most Microsoft Windows applications DICTATION MODES Provides Spell Check Provides Dictation playback Provides Correction ability and updates TECHNICAL Able to accept daily secure FTP file transfer from the IBM DB2 Database table in the Admission Discharge Transfer (ADT) system. The file is a pipe delimited variable length text file which includes the following fields: client#, client name, pgm/unit of all active clients Ability to interface to the DDS document management system (EMC Documentum/Application Extender) Provides Secure Document Transfer Facilitates the management of multiple labor sources (outsourced, in-house, hybrid) with varying workflow needs Compatible with the following older workstations that may still be in use at the Developmental Centers: HP6300 HP8300 CMT HQ Compaq 8300 Elite Vendor Response Yes/No Notes/Comments 1/22/2015 4:46 PM p. 12

13 Page 11 of 18 SaaS for Transcription Requirements Matrix These Requirements are Mandatory and are either Pass or Fail HP Z620 HP Compaq Pro 8300 SFF HP Compaq Pro 8300 SFF HP 800 GUSDT Accessible from mobile devices Integrate with an existing authentication store such as Active Directory. WEB DESIGN Software must conform to best practices in Web design techniques as applied to such items as Home Page, Page Layout, Menu Design, Navigation, Links, Text Appearance, Graphic Design, Color, Accessibility, Search DOCUMENT MANAGEMENT Provides Detailed Search Criteria Provides Browser-Based File Transfers Provides E-Signature Ability to Track Transcriptions Provides Online Review & Edit Provides Web-Based Archives Provides Unlimited Online Storage Provides Customizable Templates VENDOR PROVIDED TRANSCRIPTION Meets HIPAA Privacy and Security Compliance Provides 24 Hour Turn Around Time for transcription services Provides Levels of QA Provides Secure Document Transfer Provides US-Based Transcriptionists Only when using vendor's service Provides an option for stat transcription within 4(daytime, evening, holiday or weekend) hours. HELP & SUPPORT At no additional cost, vendor must offer unlimited Toll Free Phone Support during normal business hours: Monday through Friday, 8:00am to 5:00pm Pacific Time Offer emergency Phone Support via an emergency contact after normal business hours, holidays, and weekends Acknowledge help calls within 4 hours and resolve issue within 24 hours (applies to calls sent during normal business hours as well as emergency phone support) Vendor Response Yes/No Notes/Comments 1/22/2015 4:46 PM p. 13

14 Page 12 of 18 IN ADDITION TO THE AFOREMENTIONED REQUIREMENTS, THE AWARDEE MUST PROVIDE THE FOLLOWING MANDATORY TRAINING: At the convenience of DDS, provide 1 hour live webinar to identified users to include but not limited to the following topics: Initial set-up, Configuration, Access, Dictation, Menu Options, Edits, Signatures At the convenience of DDS, provide 1 hour live webinar to identified users once during calendar year to include but not limited to the following topics: Initial set-up, Configuration, Access, Dictation, Menu Options, Edits, Signatures At the convenience of DDS, provide a minimum of 1 hour live webinar training with every software upgrade to include training about the software upgrade 1/22/2015 4:46 PM p. 14

15 Page 13 of 18 Attachment 1 Cover Sheet The submission of this quote does not obligate the to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the entity. When funding is authorized, the entity will be expected to adhere to the terms of the executed contract. The undersigned entity hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the RFQ-ITS. 1. Full Legal Name of Entities Organization: 2. Mailing Address: Street City State Zip Telephone FAX 3. Federal Taxpayer Identification Number: 4. Principal who is authorized to bind the entity: Typed Name Title Original Signature Date 5. Entity s contact person shall be: (Name and Phone Number) 1/22/2015 4:46 PM p. 15

16 Page 14 of 18 Attachment 2 Cost Sheet 1. Cost per 65 character line with backend speech recognition based on Estimated # of Transactions: $ 2. Indicate your Stat Rate (4 hours): $ 3. Indicate your 24 Hour Turnaround Rate: $ TOTAL: $ 1/22/2015 4:46 PM p. 16

17 Page 15 of 18 Attachment 3 Customer Experience Reference Form The entity must provide three client references for services it has performed within the past (3) years that are similar in size, scope, and type of service as specified in this RFQ-ITS. Complete this form for each corporate reference. Entity s Name: Subcontractor that provided the services (if other than the bidder): Company/Organization: Contact: Address: Telephone: Fax: Project Name and/or Description: Entity or Subcontractor s involvement: Start Date (mm/dd/yyyy): End Date (mm/dd/yyyy): Project Dollar Amount: Describe corporate experience for this project as it relates to the RFQ-ITS Corporate Experience Requirements for this category. The description of the project must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement. 1/22/2015 4:46 PM p. 17

18 Page 16 of 18 Attachment 4 Confidentiality Statement As an authorized representative and/or corporate officer of the company named below, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFQ-ITS HD or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them. I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply will subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above. I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one. (Signature of representative) (Date) (Typed name of representative) (Typed name of company) 1/22/2015 4:46 PM p. 18

19 Page 17 of 18 Attachment 5 Payee Data Record, STD. 204 The successful entity, as a result of this RFQ-ITS, will be required to sign the Payee Data Record, STD. 204, before contract award. Refer to the following website link for more details: 1/22/2015 4:46 PM p. 19

20 Page 18 of 18 Attachment 6 Bidder Declaration Form All Entity s must complete the Bidder Declaration GSPD and include it with the bid response. BIDDER DECLARATION FORM GSPD /22/2015 4:46 PM p. 20

21 Question and Answers for Bid #HD Software-as-a-Service for Transcription 5 OVERALL BID QUESTIONS There are no questions associated with this bid. Question Deadline: Jan 26, :00:00 PM PST 1/22/2015 4:46 PM p. 21 6