Q301--Transcription of Anatomic Pathology Specimens Veterans Administration Medical Center, Washington, D.C.

Quick Summary

The Washington DC VA Medical Center is conducting a Sources Sought to identify qualified contractors for Transcription of Anatomic Pathology Specimens. This market research aims to gather information for planning and developing an acquisition strategy for services at the Veterans Administration Medical Center, Washington, D.C. Responses are due by February 27, 2026, at 3:00 p.m. EST.

Purpose & Context

This is a Sources Sought notice, serving as a market research tool for informational and planning purposes only. The Department of Veterans Affairs (VA) is seeking to identify contractors with the capabilities to provide transcription services for anatomic pathology specimens. This notice is not a solicitation, and responses are voluntary. However, the information gathered will significantly influence the VA's future acquisition strategy, which may lead to a formal Request for Quotation (RFQ) or a single-vendor Blanket Purchase Agreement (BPA).

Scope of Work

The contractor will provide accurate transcription services for anatomic pathology specimens processed by the VAMCDC. This includes transcribing pathology reports dictated by pathologists, covering specimen descriptions, diagnoses, and relevant clinical data for surgical pathology, bone marrow, autopsy, and cytology cases. Services also involve reviewing for accuracy, formatting and standardization according to VAMCDC standards, and electronic submission into the VAMCDC VISTA Laboratory System.

Key Requirements & Contractor Responsibilities

Contractors must provide qualified transcriptionists with specialized knowledge in anatomic pathology. Timeliness is critical, with reports due 8-12 hours from dictation receipt, and corrected/urgent reports within 4 hours. An accuracy rate of 98% (error rate no more than 2%) is required. Strict adherence to VA privacy policies, HIPAA, JCAHO, and CAP standards is mandatory. Technical requirements include using telephone-based dictation devices (connected to One-VA VPN), a contractor-responsible secure server, and direct entry or upload into the VISTA Laboratory System. Contractors must have a current Business Associate Agreement (BAA) with the VA and maintain required VA training.

Contract Details

The anticipated performance period is a base year from March 1, 2026, through February 28, 2027, plus four one-year option periods. The North American Industry Classification System (NAICS) Code for this service is 561410 (Reference Laboratory Testing). The VA intends to award a single-vendor BPA for these services. For small businesses, at least 51% of the services rendered must be provided by the small business.

Submission & Evaluation

Capability Statements/Responses must be submitted via email only to jennifer.elkins2@va.gov. Responses are due by February 27, 2026, at 3:00 p.m. EST. This is a market research tool; therefore, no formal evaluation criteria are provided for this notice. However, for any future solicitation, evaluation factors will include Experience and Past Performance, Performance Reliability and Efficiency, Technical Capability and Compliance (HIPAA, VA-specific, data protection), and Price. Technical factors will be significantly more important than price.

Important Notes

This RFI is for information and planning purposes only and does not constitute a solicitation. Responses are voluntary, and respondents will not be notified of evaluation results. All interested parties will be required to respond separately to any future solicitation.