Transcription Services

Background

The Virginia Department of Social Services (VDSS) is seeking proposals for transcription services to enhance the documentation process for Family Services Specialists (FSS) who manage child welfare cases. The goal is to improve efficiency and allow FSS to spend more time with families, ultimately leading to better outcomes in safety and well-being. VDSS aims to establish a contract that meets both immediate and future transcription needs, simplifying processes through a single point of interface.

Work Details

The selected vendor will provide 24/7 transcription services, allowing FSS to dictate case notes via phone or upload recordings into a secure portal. Transcribed notes must be delivered in a format compatible with VDSS's existing systems. The estimated volume of services required is up to 504 million words annually, with each worker needing no more than 126,000 words per year. The service should include initial training and communication materials for staff adoption.

Period of Performance

The initial contract term is three years, with two optional one-year renewal periods.

Place of Performance

Services will be performed within the Commonwealth of Virginia, specifically supporting the operations of the Virginia Department of Social Services.

Bidder Requirements

Bidders must be registered in eVA and comply with Virginia Public Procurement Act regulations. They should demonstrate capability in providing web-based Software as a Service (SaaS) solutions compliant with federal and state regulations. Additionally, suppliers are encouraged to engage small businesses owned by minorities, women, or service-disabled veterans as part of their subcontracting plan.