Transcription Services

"New Hampshire Office of Professional Licensure and Certification\nTranscription Services\n\n3. RFB RESPONSE PROCESS\n3.1. Bidder Questions\n\n3.1.1. All questions about this RFB, including but not limited to requests for\nclarification, additional information, orany changes to the RFB mustbe made\nin writing, citing the RFB page number and part or subpart, and submitted to\nthe Contract Specialist identified in Subsection 4.1.\n\n3.1.2. The OPLC may consolidate or paraphrase questions for efficiency and\nclarity. Questions that are not understood will not be answered. Statements\nthat are not questions will notreceive a response.\n\n3.1.3. The questions may be submitted by e-mail. However, OPLC assumes no\nliability for assuring accurate and complete e-mail transmissions.\n\n3.1.4. Questions mustbe received by the deadline given in Subsection 4.2 Timetable.\n3.2. Answers to Bidder Questions\n\nThe OPLC intends to issue responses to properly submitted questions by the

deadline\nspecified in Subsection 4.2 Timetable. Written answers to questions asked will be posted on\nthe OPLC website as an addendum. This date may be subject to change atthe discretion of\nthe OPLC.\n\n3.3. Exceptions\n\n3.3.1. The OPLC will require the successful Bidder to execute a contract using the\nForm P-37, General Provisions and Standard Exhibits, which are attached as\nAppendix A. To the extentthata Bidder believes that exceptions to Appendix\nA will be necessary for the Bidder to enter into a Contract, the Bidder must\nnote those issues during the Question Period in Subsection 4.2. Bidders may\nnot request exceptions to the Scope of Services or any other sections of this\nRFB.\n\n3.3.2. The Department will review requested exceptions and accept, reject, or note\nthat it is open to negotiation of the proposed exception at its sole discretion\nin its response to Bidder questions.\n\n3.3.3. Any exceptions to the Form P-37, General Provisions and Standard Exhibits\nthat are not raised by a Bidder during the Question Period may not be\nconsidered. Inno event is a Bidder to submit its own standard contractterms\nand conditions as a replacement for the OPLC\u2019s terms in response to this\nRFB.\n\n3.4. Addendum\n\nInthe event iitbecomes necessary to add or revise any part ofthis RFB prior to the scheduled\nBid Due Date, the OPLC shall post any addenda, including the Official Questions and\nAnswers, on the website. It is a Bidder\u2019s responsibility to access the website to ensure no\nbidding opportunity oraddenda are overlooked, which may impact this bid.\n\nRFB-2023-ADMIN-O1-TRANS Page 6 of14\n" "New Hampshire Office of Professional Licensure and Certification\nTranscription Services\n\n4. SCHEDULE OF EVENTS AND TERMS OF SUBMISSION\n4.1. Contact Information - Sole Point of Contact\n\nThe sole point of contact relative to this RFB and/or the RFB process, from the RFB issue\ndate until the selection of a Bidder and approval ofthe resulting contract by the Governor and\nExecutive Council, is:\n\nState of New Hampshire\n\nOffice of Professional Licensure and\nCertification\n\nDenise M. Sherburne, Contracts Specialist\n7 Eagle Square\n\nConcord, New Hampshire 03301\n\nEmail: Denise.M.Sherburne@ oplc.nh.gov\nPhone: 603-271-3502\n\n4.2. Timetable\n\nProcurement Timetable\n(All times are according to Eastern Time. OPLC reserves the rightto modify these dates atits sole discretion.)\n\nItem Action Date\n\n1. RFB Published J anuary 19, 2023\n\nJanuary 25, 2023\n11:59 PM\n\n2. RFB Questions Submission Deadline\n\n3. OPLC Response to Questions Published J anuary 26, 2023\n\nFebruary 1, 2023\n12:01 AM\n\nFebruary 1, 2023\n5 Bid Opening 1:00 PM\n\nAll bidders interested in attending the Public Bid\nOpening register by e-mail to the Sole Point of\nContact identified in Subsection 4.1.\n\nFrom the date ofrelease ofthis RFB until an award is made and announced regarding\nthe selection of a Bidder, all communication with personnel employed by or under\ncontract with the OPLC regarding this RFB is prohibited unless first approved by the\nPoint of Contact listed above. OPLC employees have been directed not to hold\nconferences and/or discussions concerning this RFB with any potential contractor\nduring the selection process, unless otherwise authorized by the Point of Contact.\nBidders may be disqualified for violating this restriction on communications\n\n4. Bids Submission Deadline\n\nRFB-2023-ADMIN-O1-TRANS Page 7 of14\n" "New Hampshire Office of Professional Licensure and Certification\nTranscription Services\n\n5. Bid Evaluation Process\n5.1. Bid Scoring\nBid scores will be calculated based on the Total Cost Bid as submitted on Appendix B, Bid\n\nSheet.\n\n5.2. Bidder Selection\n\n3.2.1.\n\nBidders must complete Appendix B, Bid Sheet, and submit the supporting\ndocumentation in accordance with Section 7, Bid Response Requirements,\nby the Bid Submission Deadline in Subsection 4.2, Timetable.\n\nPublic Bids will be opened on the day and time specified in Subsection 4.2,\nTimetable.\n\nOne (1) Bidder with the lowest Bid, as submitted on Appendix B, Bid Sheet,\nwill be selected.\n\nShould the OPLC be unable to reach agreement with the selected Bidder\nduring Contract discussions, the OPLC may then undertake Contract\ndiscussions with the second lowest Bidder and so forth. Discussions may\ncontinue atthe sole option ofthe OPLC, until an agreement is reached, orall\nProposals are rejected\n\n6. BID SUBMISSION INSTRUCTIONS\n6.1. Bid Submittals\n\n&.1.L.\n\n6.1.2.\n\n6.1.3.\n\n6.1.4.\n\n6.1.5.\n\nResponses to this RFB must be submitted electronically via email to\nOPLC.Contracts@ oplc.nh.gov and to the Contract Specialist identified in\nSection 4, above atthe email address specified in Subsection 4.1. The subject\nline must include the following information:\n\nTranscription Services RFB-2023-ADMIN-01-TRANS\n\nThe maximum size of file attachments per email is 10 MB. Submissions with\nfile attachments exceeding 10 MB must be sent via multiple emails.\n\nThe Department must receive submissions by the time and date specified in\nthe Timetable in Subsection 4.2 and in the manner specified or it may be\nrejected as non-compliant, unless waived by the OPLC as a non-material\ndeviation.\n\nThe OPLC will conduct an initial screening step to verify Bidder compliance\nwith the requirements of this RFB. The OPLC may waive or offer a limited\nopportunity for a Bidder to cure immaterial deviations from the RFB\nrequirements if itis deemed to be in the best interest ofthe OPLC.\n\nLate submissions that are not accepted will remain unopened. Disqualified\nsubmissions will be discarded. Submission of RFB responses shall be at the\nBidder\u2019s expense.\n\nRFB-2023-ADMIN-O1-TRANS Page 8 0f14\n" "New Hampshire Office of Professional Licensure and Certification\nTranscription Services\n\n7. BIDRESPONSE REQUIREMENTS\n\nAcceptable RFB responses must offer all services identified in Section 2 - Statement of Work\nunless an allowance for partial scope is specifically described in Section 2.\n\n7.1. Bid Contents\n\n7.1.1. Each Response must contain the following, in the order described in this\nsection:\n\n7.1.1.1.Cover letter on the vendor\u2019s letterhead that demonstrates experience\nand ability to perform services outlined in this RFB.\n\n7.1.1.2.Appendix B -Bid Sheet, including:\n\n7.1.1.2.1. Vendor Code Number - Priorto executing any resulting\ncontract, the selected Bidder will be required to provide\na vendor code number issued by the State of New\nHampshire Department of Administrative Services upon\nregistering as an authorized Bidder with the State.\n\n7.1.1.2.2. Bidders are strongly encouraged to provide a vendor\ncode number in the Appendix B, if available.\n\nFL123: More information regarding vendor code numbers can\n\nbe found online at Vendor Resource Center\n\nProcurement and Support Services NH Dept. of\nAdministrative Services .\n\n8. ADDITIONAL TERMS AND REQUIREMENTS\n8.1. Non-Collusion\n\nThe Bidder\u2019s required signature on the Appendix B -Bid Sheet submitted in response to this\nRFB guarantees that the prices, terms and conditions, and services quoted have been\nestablished without collusion with other Bidders and without effortto preclude the OPLC from\nobtaining the best possible competitive bid.\n\n8.2. Collaborative Responses\n\nResponses to this RFB mustbe submitted by one organization. Any collaborating organization\nmust be designated as a subcontractor subject to the terms of Appendix A, P-37 General\nProvisions and Standard Exhibits\n\n8.3. Validity of RFB Responses\n\nRFB responses must be valid for one hundred and eighty (180) days following the deadline\nfor submission in the Timetable above in Subsection 4.2, or until the Effective Date of any\nresulting contract, whichever is later\n\n8.4. Debarment\n\nBidders who are ineligible to bid on proposals, bids or quotes issued by the Department of\nAdministrative Services, Division of Procurement and Support Services pursuant to the\nprovisions of RSA 21-1:11-c shall not be considered eligible for an award under this RFB.\n\n8.5. Property of OPLC\n\nAny material property submitted and received in response to this RFB will become the\nproperty ofthe OPLC and will not be returned to the Bidder. The OPLC reserves the rightto\n\nRFB-2023-ADMIN-O1-TRANS Page 9 0f14\n" "New Hampshire Office of Professional Licensure and Certification\nTranscription Services\n\nuse any information presented in any RFB response provided that its use does not violate any\ncopyrights or other provisions of law.\n\n8.6. Bid Withdrawal\n\nPrior to the Bid Submission Deadline specified in Subsection 4.2, Timetable, bids may be\nwithdrawn by submitting a written request for its withdrawal to the Contract Specialistspecified\nin Subsection 4.1.\n\n8.7. Confidentiality\n\nPursuantto RSA 21-G:37, the content ofresponses to this RFB must remain confidential until\nthe Governor and Executive Council have awarded a contract. The Bidder\u2019s disclosure or\ndistribution ofthe contents of its response to the RFB, otherthantto the OPLC, will be grounds\nfor disqualification atthe OPLC\u2019s sole discretion.\n\n8.8. Public Disclosure\n\n8.8.1. The information submitted in response to this solicitation; including but not\nlimited all materials submitted in connection with it, such as attachments,\nexhibits, addenda, and presentations; any resulting contract; and information\nprovided during the contractual relationship may be subjectto public disclosure\nunder Right-to-Know laws, including RSA 91-A. Additionally, in accordance\nwith RSA 9-F:1, any contract entered into as a result of this solicitation will be\nmade accessible to the public online via the New Hampshire Secretary of State\n\nwebsite (https://sos.nh.gov/ ).\n\n8.8.2. Confidential, commercial, or financial information may be exempt from public\ndisclosure under RSA 91-A:5, IV. If a Bidder believes any information\nsubmitted in response to this RFB should be kept confidential, the Bidder must\nspecifically identify that information where it appears in the submission in a\nmanner that draws attention to the designation and must mark and/or stamp\neach page of the materials that the Bidder claims must be exempt from\ndisclosure as *CONFIDENTIAL.\u201d Bidders must also provide a letter to the\nperson listed as the point of contact for this RFB, identifying the specific page\nnumber and section of the information considered to be confidential,\ncommercial or financial and providing the rationale for each designation.\nMarking or designating an entire submission, attachment, or section as\nconfidential shall neither be accepted nor honored by the OPLC. Bidders must\nalso provide a separate copy ofthe fulland complete document, fully redacting\nthose portions and shall note on the applicable page or pages thatthe redacted\nportion or portions are \u201cconfidential.\u201d\n\n8.8.3. Submissions that do not conform to these instructions by failing to include a\nredacted copy, if necessary; by failing to include a letter specifying the rationale\nforeach redaction; by failing to designate the redactions in the manner required\nby these instructions; or by including redactions which are contrary to these\ninstructions, or operative law, may be rejected by the OPLC as not conforming\nto the requirements ofthe RFB.\n\n8.8.4. Pricing, which includes but is not limited to, the administrative costs and other\nperformance guarantees in responses or any subsequently awarded contract\nshall be subject to public disclosure regardless of whether it is marked as\nconfidential.\n\nRFB-2023-ADMIN-O1-TRANS Page 10 of14\n"