Questions and Answers
MEDICAL TRANSCRIPTION SERVICES
Document #: OT900321
Question: Is this bid ONLY for Minority businesses?
Answer: This solicitation is open only to Ohio certified MBE companies.
Question: What is the average number of lines per dictated report?
Answer: Given the large variation between the reports, the State does not have this average.
Question: Can a sole proprietorship/small business concern be a consideration?
Answer: This Contract can be awarded to Vendors that meet the requirements of the solicitation.
Question: How many vendors can be selected?
Answer: One (1) vendor can be selected for an award.
Question: Section II.D. The Contractor is expected to provide transcription services for 250000 lines per month. However, the Price Schedule table on page # 12 estimates annual usage of 801285 lines. Can you please confirm which number is correct?
Answer: The State will provide revised numbers in a forthcoming addendum.
Question: Section VII.A. How many training are anticipated? And what will be the frequency of such training? Will the training and travel cost be reimbursed?
Answer: The State will define the training requirements in a forthcoming addendum.
Question: For a given dictation, will we have feed of patient demographics pre-populated for pre-scheduled appointment? Or are the appointment mostly walk-ins?
Answer: In a large majority of cases, no. The required demographic information will usually be included in the dictation such as Patient name, Date of birth, Date of Admission, Date of Discharge and Medical Record Number. The State anticipates that most of these visits will not be scheduled as they are inpatient facilities so encounters would be similar to “walk-ins”.
Question: The cyber liability of $5,000,000 is a pretty expensive policy to obtain, around $10,000.00, is this amount of coverage able to be lowered?
Answer: The State does not anticipate lowering the insurance requirements.
Question: Who is your current vendor and for how long have they been your vendor?
Answer: Cybervation Inc. has held the Contract since 07/01/17.
Question: Will you be checking where the company you award your contract to is located to make sure they are located where they say they are?
Answer: The State will review companies to ensure compliance with contracting requirements.
Question: What are you paying now for your current transcription services per 65 VBC line?
Answer: The State is currently paying $ 0.14 (14 cents) per line.
Question: Can a company headquartered in a foreign country be awarded this contract?
Answer: A company headquartered in a foreign country may be awarded this Contract if they comply with the Terms and Conditions and Instructions to Bidders.
Question: What is the bid submission format? What all documents (and any particular order) are required for submission?
Answer: Bidders should reference Instructions to Bidders I-4.
Question: Section II.G. What does State mean by Agency approved name conversion(s)? Can you please give us an example?
Answer: The State anticipates this to be used to quickly identify files by filename instead of opening a file. No naming example is able to be provided at this time.
Question: Will all the providers within that agency follow the same flow of template?
Answer: The State anticipates the providers will follow the templates per facility.
Question: Will the template for a given agency be standardized? In other words, can one agency have multiple templates?
Answer: There is not a standard template at each agency.
Question: Is State open to consider using our scheduling system for managing patient demo, schedules and transcription delivery? We are willing to provide a demo to facilitate States decision making.
Answer: No, the State does not require a scheduling system; this is only for transcription services.
Question: Do you have an estimate of how much audio will need to be transcribed on an ongoing basis? (ie how much we can expect weekly/monthly etc?)
Answer: The State has provided an estimated annual usage found on page 12 of this Invitation to Bid.
Question: Do you offer report samples?
Answer: The State does not have any samples at this time.
Question: I am an African American woman owner of --REDACTED--. I have been in business since 1992 specializing in Radiology and Operative Reports. However, I do not have any minority certifications. Can I still apply?
Answer: This solicitation is open only to certified Ohio MBE companies.
Question: May our subcontractors be from out of state?
Answer: Subcontractors may be used from outside the State of Ohio.
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